HR Coordinator

5 months ago

Durban, South Africa Vopak Full time

Durban
Human Resources
40 hours

**Description of**
**this vacancy**:
**Purpose of Position**

To provide administrative support and assistance to the HR Department and ensure effective, accurate and timeous processing of administrative tasks and responsibilities assigned to the position. Act as point of contact for HR related queries from employees and external partners.

The incumbent must take a proactive approach supporting our employee community, strengthening our organisation and its performance. The HR Coordinator will be responsible to coordinate and administer the full employee life-cycle, including onboarding, internal operations, HR Projects and employee experience.

**Task & Responsibilities**

**Administration, Coordination & HR Project Support**
- Updates employee records with new recruitment information and/or changes in employment status - MyPulse/SAGE/HRIS
- Ensuring all data on our HRIS has been correctly uploaded and are kept up to date, including starters, onboarding, changes, probation and leavers;
- Support HR Team with HR & Wellness Calendar activities, projects and transformational activities
- Responsible for accurately recording, storing and maintaining confidential employee documentation in shared files (e-files) and the HRIS system (MyPulse)
- Conduct audits on employee files and general information on an ad hoc basis
Process employees’ queries and respond in a timely manner
- Assist with day to day operations of the HR functions and duties
- Provide clerical and administrative support to Human Resources executives, and where required and compile minutes of those business meetings where required
- Provide timely administrative support to the business in all aspects of the employee life cycle
- Onboard and Off-board employees in an efficient manner adhering to Vopak policies and guidance
- Work as part of a team to ensure employee and coordination queries are accurately process and executed effectively
- Work as part of a team to ensure a focus on continuous improvement, process improvement, and to build great relationships across our business;
- Coordinate sensitive concerns and information in a professional, confidential and ethical manner

**Recruitment Administration**
- Supports the recruitment and selection process by posting adverts, and assisting with the hiring process. Provide administrative support for the full recruitment lifecycle.i.e. from Advertisement to Ready to hire stages.
- Ensure all references, educational and criminal record checks are carried out fully and in a timely manner at pre-employment phase
- Coordinate the integration process of new recruits according to the needs of the department, contacting with recruitment agencies, collecting, and transferring CVs, arranging interviews
- Coordinate the entry procedure of new employees (collecting their documents - for the Compensation & Benefits to load onto the system)
- Facilitate and monitor the ready to hire process through to onboarding phase - tracking progress for all stakeholders

**Onboarding, Probation & Offboarding Support**
- Assisting with the preparation of all the necessary induction and onboarding documentation.
- Arranging the Onboarding schedule and program with both internal stakeholders (HOD’s) and external stakeholders (e.g. benefit providers).
- Coordinate and lead the new joiner onboarding process post accepted letter of offer through to joining instructions and induction/onboarding arrangements
- Arranging for a photo to be taken of all new employees and sending out welcome communication & company announcement for all new employees.
- Assist with preparing probationary letters for all employees
- Coordinate and facilitate all offboarding arrangements for Vopak employees, e.g. Arrange Exit Interview, Exit Medicals and facilitate tracking of benefit exit requirements with Compensation and Benefits Officer

**Qualifications & Experience**

**Qualifications Required**
- Grade 12
- Diploma or Degree in Human Resources or similar
- Advanced MS Office Skills & Google suite

**Experience Required**
- 2 - 3 years administration experience
- HR Relevant experience would be advantageous
- Knowledge of SA labour laws relating to key areas of responsibility

**Skills, Knowledge & Competencies**

**Skills Required**:

- Excellent verbal and written communication skills that demonstrate a high level of professionalism
- Highly organised and detail-oriented; you can handle multiple projects and dynamic priorities without missing a beat
- Excellent Business / Report Writing
- Document Retention skills
- Metrics Technology & Administration skills
- Good Time Management
- Proactive and self-starter
- Accurate and pays attention to detail
- Excellence driven

**Knowledge Required**:

- Knowledge of a Dashboard system, including data sets, reporting and processes
- An understanding of nominal legislations, BCEA, LRA, SDA, EEA, POPIA

**Behavioural Competencies Required**:

- Passionate about people an

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