Administration Officer: HR

1 week ago

Pretoria, South Africa Financial Intelligence Centre (FIC) Full time

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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