Administration Officer: HR
2 weeks ago
**Job Description
**The purpose of the job is to provide wide range administrative support to the HR business unit and secretarial support to the Head: HR
KEY PERFORMANCE AREAS
**Human Resources**:
- Resolve standard queries within HR policies, procedures, practices and legislation under supervision
- Prepare and process employment documents
- Quality check HR documents
- Assist with special projects as assigned
- Provide administrative support on all human resources processes
- Create and maintain personnel files and records on HR systems in accordance with legal requirements as well as FIC policies and procedures (manual and electronic)
- Conduct appropriate audits to ensure data integrity as directed
**General Office Support**:
- Schedule, attend meetings, prepare meeting packs, and take minutes
- Consolidate, prepare and produce reports as required (e.g. Monthly)
- Maintain a filing system and the document tracking system (for confidential information) (manual and electronic)
- Draft, type letters and documents, scanning, photocopying, and binding of documents
- Perform all administrative functions relating to Finance and SCM (claims for travel, payment requisitions, telephone, and cell phone usage) in line with finance and supply chain policies and procedures
- Assist new employees with access cards, parking, computers, stationery, and any other arrangements as necessary
- Coordinate business unit staff matters pertaining to HR and Finance e.g. probationary reports, performance agreements etc.
- Maintain a schedule of internal and external meetings of the business unit.
- Resolve queries and matters with a lot of inter-dependencies.
- Communicate with internal / external stakeholders.
- Maintain and manage the assets and resources of the business unit.
- Execute all functions timeously and ensure set deadlines are met.
- Liaising with suppliers and maintaining excellent professional relationships externally.
- Ensure that all office equipment is always in working order
- Maintain internal databases, e.g., authorised officer database.
**Manager Support**:
- Filing and diary management for the Head of HR
- Screen telephone calls and take messages for the Head of HR
- Assist with proof reading and quality control of documents
- Facilitate and consolidate the preparation of monthly report, submissions, and correspondences on behalf of Head: HR
- General administrative support for the Head of HR
- Perform any other duties as required.
**EDUCATION, SKILLS AND EXPERIENCE**:
- Diploma in HR or related
- Minimum 2 years relevant experience in administration within an HR environment.
- Strong sense of confidentiality
- Proven MS Office skills (advance level)
- Proven administrative ability.
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