Human Resource Assistant

Job Title: Human Resource Assistant

Department: Human Resource

Reports: Human Resource and Organization Development Officer

Supervises: N/A

Job Purpose 

The incumbent offers general HR Support and assists the HR& OD Officer to deliver efficient  HR services across the company.

Essential Job Functions

• Maintain a thorough knowledge of the Company’s Terms & Conditions of service and  provide advice to staff on the interpretation of the terms and conditions of service and  on any other human resource policies. 
• Support HR Officer to coordinate all recruitment activities in line with the recruitment  policy including drafting job adverts, organizing short-listing with relevant HOD,  quality checking of shortlists, organizing interviews, formulating interview tools,  background checking, etc.; 
• Assist with onboarding programs for all new hires; preparing contracts, assisting new  staff to complete HR forms, kitting new staff, organize orientation program etc 
• Maintain electronic records in HR system including staff bio-data, medical records,  promotion records, transfer records, etc.  
• Support the disciplinary process; prepare disciplinary notices, take minutes of  disciplinary proceedings and draft letters as per decisions of the committee.  
• Prepare all payroll information for input into payroll system every month; advance  pay, Overtime hours, sickness reports, deductions etc. Effect all payroll changes with  supporting documentation; 
• Keep an up-to-date accessible central filing system for staff records and ensure orderly  archiving of human resource documents; 
• Compile performance appraisal results from all departments and follow up with  supervisors to ensure poor performance is addressed.
• Assist to assess training needs and coordinate learning and development initiatives for  all employees. 
• Prepare letters for review by HR Officer including; promotion letters, confirmation  letters, pay increase letters, work certificates, resignation acceptances and follow up  for approvals as required. 
• Conduct exit interviews for all departing staff and assist departing staff with clearing  out process; 
• Ensure timely preparation of annual leave plans, monitor compliance, and maintain up-to-date annual leave data. Capture Leave from all departments in the SMART HR  system for HR approval. 
• Assist to process and follow up all GPA claims with the related insurance broker. 
• Prepare monthly updates of the staff list for the medical scheme and communicate to the service provider all changes, leavers, and joiners. 
• Oversee the quality of meals prepared by Kitchen staff and follow up and resolve staff complaints related to meals. 
• Maintain up-to-date staff lists for both casual and permanent staff. ∙ Any other duties that may be assigned by the direct supervisor

Interfaces

Internal: All staff and HODs

Authority

N/A

Minimum Qualifications

Education

• Degree in Human Resources Management, Business Administration or related field. 

Professional Experience 

• At least two years experience in a Human Resource department  

Competencies Required 

• Excellent interpersonal, organizational & analytical skills 
• Effective and efficient analytical skills  Keen and detail-oriented 
• Honest 
• Capable of a high degree of confidentiality 
• Conversant with computers (MS Word, Excel, and PowerPoint) 

How to apply: 

All applications will be received and Reviewed through Brightermonday Portal by Clicking on the 'Apply Here' section