The HR Admin Officer is responsible for providing comprehensive administrative support to the office and HR department. This role involves assisting with various office admin and HR activities, managing personnel records, coordinating recruitment processes, and ensuring compliance with company policies and legal requirements. The HR Admin Officer plays a crucial role in maintaining efficient HR operations and contributing to a positive employee experience.

Key Responsibilities:

Personnel Records Management:

·       Maintain accurate and up-to-date employee records, including personal information, employment contracts, and performance evaluations.

·       Ensure confidentiality and security of all HR documents and records.

·       Process employee documentation such as new hires, terminations, promotions, and transfers.

·       Recruitment and Onboarding:

·       Assist in coordinating the recruitment process, including posting job advertisements, screening resumes, scheduling interviews, and conducting reference checks.

·       Prepare offer letters, employment contracts, and new hire orientation materials.

·       Conduct onboarding activities to ensure a smooth transition for new employees.

HR Policies and Compliance:

·       Assist in developing and updating HR policies and procedures, ensuring alignment with labor laws and regulations.

·       Communicate HR policies to employees and address any queries or concerns.

·       Maintain knowledge of current employment legislation and best practices, recommending updates to policies as necessary.

Benefits and Compensation Administration:

·       Support the administration of employee benefits programs, such as health insurance, retirement plans, and leave management.

·       Assist with payroll processes, including gathering and verifying employee attendance and timesheets.

·       Collaborate with finance and payroll departments to resolve any payroll-related issues.

Employee Relations and Communication:

·       Respond to employee inquiries regarding HR policies, benefits, and general HR-related matters.

·       Promote positive employee relations and assist in resolving employee grievances or conflicts.

·       Coordinate employee engagement initiatives and communication channels, fostering a positive work environment.

Administrative Support:

·       Provide general administrative support such as handling correspondence, managing phone calls, and responding to inquiries.

·       Coordinate and schedule meetings, appointments, and travel arrangements for staff members.

·       Prepare and distribute memos, reports, and presentations as required.

Office Operations:

·       Oversee the day-to-day operations of the office, ensuring smooth functioning of facilities, equipment, and supplies.

·       Manage office inventory and order office supplies, maintaining adequate stock levels.

·       Coordinate maintenance and repairs of office equipment, ensuring they are in good working condition.

Records and Documentation:

·       Maintain organized and up-to-date filing systems, both physical and electronic.

·       Manage and update employee records, including attendance, leave, and personnel files.

·       Assist in drafting and distributing internal communications and company-wide announcements.

Office Coordination:

·       Serve as a point of contact for internal and external stakeholders, providing professional and friendly assistance.

·       Coordinate with various departments to ensure smooth flow of information and efficient collaboration.

·       Collaborate with other teams to resolve office-related issues and implement necessary improvements.

Financial and Budget Support:

·       Assist in budget tracking and expense monitoring, ensuring adherence to financial guidelines.

·       Process invoices, expense claims, and reimbursements in a timely manner.

·       Assist in maintaining financial records and reports for the office and the submission to accountant of monthly sales/expenses and other related needs

Requirements:

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• Sound knowledge of HR processes, policies, employment laws and office administration.
• Strong attention to detail and organizational skills.
• Excellent verbal and written communication skills.
• Ability to handle confidential information with discretion.
• Strong problem-solving and decision-making abilities.
• Proactive approach with a customer service mindset.
• Ability to work effectively in a team and collaborate with cross-functional departments.