Senior Human Resource Officer

The HR & Administration Officer will be responsible for HR administration throughout the employee life cycle, as well as the day-to-day operations of the Administration function

Job Summary

The HR & Administration Officer will be responsible for HR administration throughout the employee life cycle, as well as the day-to-day operations of the Administration function, which includes having oversight of inventory management, procurement, facilities and maintenance plus custodial and courier services for the organisation.

Job Responsibilities

• Monitor vacancies and proactively support the full recruitment and selection process, including job postings, candidate screening, coordination of interviews, and onboarding activities.
• Monitor and ensure timely completion of documents pertaining to employee onboarding and offboarding.
• Facilitate employee management through tracking of all probationers/ contracted/ temporary/ casual employees to ensure timely action is taken, such as probationary reviews and contract renewals.
• Assist with the administration of all employee compensation and benefits as due to them by company policy and statutory requirements.
• Provide guidance on HR policies and procedures, as well as deliver HRIS training to end users as needed.
• Provide support throughout the disciplinary process, ensuring compliance with company policy and local IR legislation, conducting investigations and completing the requisite investigations.
• Support the HR&A Manager with the planning and execution of all employee recognition and engagement projects.
• Assist with and, in some instances lead on, the development, implementation and revision of policies, procedures and programmes, in alignment with strategic goals.
• Perform annual skills gap analysis with the view of preparing the annual training plan in conjunction with Supervisors/Managers, and ensuring post-training evaluations are conducted, as well as coordinating, monitoring and reporting on the training results
• Assign, supervise and monitor day-to-day tasks and duties of the Courier, Driver, and Facilities/Office Attendants.
• Monitor and oversee distribution of inventory (kitchen, stationery, sanitising and other supplies), with the support of the Office/Facilities Assistant, conducting periodic checks and ensuring that there are no shortages.
• Conduct periodic audits/spot checks of all support services (custodians and maintenance).
• Design, develop/adapt, and maintain robust systems for effectively monitoring the various aspects of administration to ensure that service and quality standards, and appropriate record keeping are maintained.
• Provide timely feedback to the administrative support staff and identify training needs for the employees, providing coaching and counseling where necessary.

• Attend HSE meetings as needed and assist with the monitoring and completion of action items.
• In collaboration with the Facilities Coordinator of sister company, support with the monitoring and execution of preventative maintenance for Head Office and all branches, and respond to requests in a timely manner so that there is minimal disruption to operations and workplace health and safety standards are upheld.

• Assist with the tracking of service level agreements (SLAs) and ensure that they are enforced and renewed in a timely manner.
• Assist with preparing and/or disseminating department communication as required.
• Liaise with internal customers and contractors/suppliers regarding the procurement of goods and services, as and when necessary, ensuring consistent adherence to company's Procurement policy.
• Participate and represent HR & Administration on staff committees as needed.
• Ensure that all correspondence and records are accurate, current and properly filed to allow for easy retrieval.
• Perform any other duties as assigned from time to time.