Administrative Assistant

The Administration Assistant provides administrative support to the HR & Administration Department and first-line support to stakeholders. They assist the HR & Administration Manager across the employee life cycle and handle inventory, document management, and maintenance requests.

Principal Duties and Responsibilities 

Recruitment, Onboarding and Off-Boarding:

• Assists with process in its entirety, such as shortlisting, interviewing, and onboarding processes as required.
• Facilitates employee management through tracking of all probationers/contracted/temporary/casual employees to ensure timely action is taken.
• Prepares/coordinates the completion of Onboarding and Offboarding documents as per company guidelines.

 Compensation and Benefits:

• Assists with the administration of the Group Benefits Plans.
• Assists with the completion of NIS forms.
• Prepares the monthly payroll memo for submission to Finance.

 Engagement and Training:

• Supports the company's continuous Training and development initiatives through timely enrollment of staff into approved trainings, facilitating timely payments and administering training evaluation forms post training.
• Assists with Employee Engagement Surveys and logistical support for the execution of the Employee Recognition Program and other engagement activities, as requested.
• Assists with preparing and/or disseminating department communication as required.
• Administers Training Evaluation forms post training.

 Database Management and Administration:

• Accurately manages of all Administration Databases for the tracking, procurement, purchasing and disposal of items under the departments’ purview.
• Makes timely updates to the HRIS to facilitate the management of the employee throughout their tenure, such as Personal information, Performance Management, Leave, Compensation and Benefits)
• Ensures timely creation of OrangeHRM user accounts with the appropriate level of access for new employees and revocation of access for departures.
• Solicits quotations for HR and Administration activities.
• Schedules departmental meetings, training sessions, feedback sessions and employee onboarding meetings, etc.
• Logs, verifies, and ensures that all invoices are paid on time.
• Manages kitchen, janitorial and stationery inventory with the support of the Office/Facilities Assistant, conducting periodic checks to ensure adequate supply is available at all times. Ensures physical and digital HR records are kept updated, in sync and organized.
• Liaises with external customers/contractors/suppliers as and when necessary.
• Liaises with internal customers and contractors/suppliers regarding the procurement of goods and services, as and when necessary.
• Complies with all company policies.
• Provides administrative support to HR Projects as required.
• Ensures vendors are registered with TRINRE; solicits quotations in accordance with Procurement policy, seeks optimal pricing and liaises with vendor with preferred quotation for provision of products and services.
• Liaises with HR & Administration Officer to order necessary items from preferred suppliers.
• Timely updating of organization chart and ensure proper filing of approved versions
• Completes minutes and action log at HSSE Committee meetings and circulates to HSSE Committee members
• Ensures service level agreements with service providers are renewed in a timely manner.

Other:

• Provides relief for Receptionist as needed.
• Other related duties as assigned.
• Promotes safety awareness and the development of a Safety Culture within the company.

Qualifications and Experience

• Bachelors Degree in Human Resource Management.
• Prior experience in HSE and Facilities will be an asset.
• 1 to 2 years’ experience with similar duties.
• Must be proficient using Microsoft 365 suite.