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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