Human Resource Assistant

The Human Resource (HR) Assistant is responsible for assisting the HR Manager with all the transactional tasks and projects of the HR Department.

Job Summary

The Human Resource (HR) Assistant is responsible for assisting the HR Manager with all the transactional tasks and projects of the HR Department.

Essential Duties and Responsibilities

Payroll and Benefits Administration:

1.  Ensure the timely and accurate completion of the HR section of Modern Electrical Supplies Limited’s (MESL’s) monthly payroll requisition forms before it is submitted to the accounts department by liaising with the Heads of departments.
2. Assist employees in enrolling them in the company’s benefits plans.
3. Act as the liaison officer for MESL’s benefits. This includes the submission of Health Insurance claims for staff and communicating to staff their notice of payments.
4. Leave forms-Receive, Ensure it is updated on the payroll software (micro-pay), Return when incomplete or incorrect and Sort out.
5. Generate ‘Time and Attendance’ Reports from micro- pay and distribute them to the relevant Heads of Departments.

Recruitment:

1. Prepare internal vacancy ads as instructed by the Human Resources Manager (HRM) and distribute the approved ads within MESL.
2. Post vacancies on the approved job advertisement website as instructed by the HRM.
3. Distribute resumes to members of MESL’s Management team upon request.
4. Call out or e-mail shortlisted candidates for interviews.
5. Conduct Reference checks.
6. Book the interview room and meet and greet candidates.
7. Prepare offer packages which include an Offer Letter, Terms and Conditions of Employment or Temporary Fixed Terms Contracts, MESL’s Policies, a Job Description and a Key Performance Indicators.
8. Send out Offer Letters to successful candidates.

New Hire Process:

1. Prepare a new employee’s file by use of MESL’s ‘Application Checklist’
2. Enter new employees onto micro-pay.
3. Supply the accounts department with the relevant information on new employees.
4. Enter new employees at the MESL’s Macoya location on the MESL’s biometric system.
5. Provide the relevant information to the relevant heads of branches to enter new employees onto MESL’s biometric system.

Performance Management System:

1. Ensure that MESL’s heads of departments and branches are given sufficient notice of the expiration of employment contracts for the employees within their department, branch or unit.
2. Remind the department heads of and ensure the timely submission of Performance Appraisals. Keep a record of the date which appraisals are received within the HR department (HRD).
3. Provide the HR Manager, General Manager or any other duly authorized officer with the necessary information to review an employee’s performance appraisal.
4. Prepare and distribute approved Appraisal Letters, Extension of Contracts and Amendment of Terms and Conditions of employment letters to staff.

Administrative Duties:

1. Prepare and distribute letters to staff such as Reassignment, Transfer, Unsuccessful Interview, Termination, Job Letters and various approval letters etcetera to staff.
2. Collate data and prepare reports/ documents upon request from the HRM.
3. Maintain records and compile statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, absenteeism rates, exit interview and any other type of data as requested by the HRM.
4. Prepare Purchase orders on behalf of the HR department.
5. Prepare requisitions on behalf of the HR department such as for IT services or stationary from the accounts department.

Clerical Duties:

1. Make photocopies for the HRD which includes resumes for interviews, application forms, applicant rating forms, information pertaining to Industrial Court matters and candidates’ documentations
2. Ensure the sufficient availability of hard copy HR forms.
3. Send out job abandonment letters, acceptance of resignation letters etcetera by registered mail.
4. Communicate notices of new employees and employees who are no longer employed at MESL to the entire company.
5. Assist with telephone calls and visitors.
6. File all leave forms and other documents in employees’ files when necessary.
7. Update Leave data onto micro-pay.
8. Distribute external and outgoing internal mail.
9. Prepare minutes of meetings when necessary.

Other

1. Distribute safety equipment such as safety boots, back straps, helmets and any other safety items required by employees. Record all issuance of the safety items given.
2. Work as a member of the HRD to ensure that its services to internal and external customers are maintained.
3. Assist the HRD with any additional duties when necessary.

Qualifications and Experience

• A diploma in Human Resource Management from a recognized institution, social science discipline or equivalent
• An electrical qualification would be an asset
• A minimum of two (2) years of working experience in a fast paced office
• Experience of working in a HR department would be an asset
• Understanding and Practical knowledge of the Trinidad and Tobago labour law and statutory deductions is an asset

Core Competencies

• Proficiency in Microsoft Office Suite.
• Familiarity with HRIS Application Software and the Micro pay software would be an asset.
•  Excellent interpersonal relations with proven communications skills, both verbal and written.
•  Excellent planning and organizational skills.
• Must be a team player.
• The ability to multi-task and adapt in a fast pace environment.

Key Competencies

Customer Focus:

Greet customers in a professional manner as to enhance the customer’s experience at our Macoya facility.

Communication:

Communicate information to management, staff and customers effectively and efficiently. Maintain open and consistent communications.

Dimensions and Scope of Role:

• Operates within the framework of the Policies and Procedures of the MESL.
• Operates within the framework to the job functions as may be required.
• Operates within the framework of the Employee Manual.

Management may assign other tasks than these tasks set out in this Job Description or from time to time may vary this Job Description.