HR Administrator - Travel & HR Support

To provide logistical support to the organization for overseas travel arrangements and related functions for incoming and outgoing missions, as well as administrative support to Human Resource (HR) Department in achieving its mandate.

Position

HR Administrator – Travel & HR Support

Job Scope

To provide logistical support to the organization for overseas travel arrangements and related functions for incoming and outgoing missions, as well as administrative support to Human Resource (HR) Department in achieving its mandate.  

Key Responsibilities

The incumbent is expected to perform duties that are necessary to effectively support HR Department and the organization’s programmes. These include but are not limited to the following:

• Review concept notes submitted by divisions for travel authorization to ensure they are in keeping with established standards, and make recommendations where required. 
• Provide costings for international travel and ensure travel-related expenses are clearly stated within established budgets
• Coordinate logistical requirements for international travel, including accommodation and transportation (ground and air) arrangements, visa, and travel insurance requirements etc.
• Serve as a point of contact for employees regarding travel-related enquiries.
• Liaise with the parent Ministry regarding travel approvals on behalf of the organization
• Assist employees during their travel with various issues, including emergency situations that may arise and provide support where possible
• Maintain accurate records of travel-related details, including itineraries, submissions to President or Chairman, responses from the Permanent Secretary or Cabinet Office (via the authorized communication channel)
• Develop and maintain travel checklist/requirement to guide staff when developing and submitting requests for travel
• Ensure communication of travel approvals, delays, or any bottlenecks in the approval process to staff and escalate where required
• Work closely with lead divisions on travel needs for incoming and outgoing missions.
• Prepare travel/events inputs for monthly, annual, and ad hoc reports, as required.
• Co-ordinate inputs for HR monthly reports
• Liaise with Ministries, Agencies, Embassies, Hotels, Private Sector entities and Business Partners, as required, to fulfill job requirements. Authorize payments up to the level assigned by the organization
• Build and maintain relationships with a core of travel agencies that will work within the parameters mandated by the Organization in keeping with GOJ policies/guidelines
• Assist with the HR recruitment processes by scheduling interviews and assessments, coordinate and manage correspondence with candidates, prepare packages for interviews and disseminate to members of the interview panel etc within established timelines
• Print/ and/or save and catalogue hard/soft copies of applications for advertised vacancies or general applications and package and submit to HR manager for review and action
• File electronic or mailed applications in appropriate files within established timelines
• Update database with new resume as received
• Conduct search off applications database in response to resume request and match applicant profile with Terms or Reference or Job Description and route to recruiting manager within 2 days of request
• Prepare response letter to unsuccessful candidates within 1 week following final interview. Email to candidates once signed by manager and file appropriately
• Prepare new employee orientation packages ahead of commencement date
• Disseminate and collect documents and forms form new employees for inclusion on their personal and other relevant HR files
• Process purchase requisitions and invoices as required. Follow-up with the Finance department to secure purchase orders and supplier payments within established timeframe
• Support HR initiatives and projects as needed, such as onboarding, employee relations and HR administration
• Coordinate the stocking and disbursement of stationery for the HR department staff
• Perform any other related functions assigned by the Manager, Human Resources (HR)

Qualifications, Experience and Key Competencies

• Bachelor’s degree in business administration, Human Resources-related field
• Project Management experience is an asset
• 2 years’ experience in a similar or business environment
• Strong knowledge of travel logistics, including airline reservations, hotel booking and ground transportation
• Strong oral and written communication skills
• Excellent organizational and time management skills
• Excellent problem-solving skills
• Experience in travel coordination

• Competent in the range of Microsoft Office Suite and general computer applications
• Strong networking and negotiating skills
• Ability to interact with staff at all levels, while maintaining respect, confidentiality, and integrity
• Proven capacity for multi-tasking, meeting deadlines and working on own initiative
• Broad understanding of the Human Resource function

Qualified applicants are invited to submit letter and résumé by May 23, 2024 addressed to:

Manager, Human Resources