Human Resource Assistant

Human Resource Administration

• Ensure efficiency of the transactional human resource responsibilities (administration, candidates’ background checks, drafting various HR correspondences, handling onboarding and exit procedures etc.)
• Provide administrative and logistical support to staff training and development programs.
• Support the coordination of the logistical requirements for various staff engagements, events and projects.
• Assist generally in human resource recruitment activities (job adverts, interviews, contracts, and personnel files).
• Support in maintaining the recruitment resource database and dashboard.
• General filing to ensure staff personnel files are kept up to date.
• Support in the processing of documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc.)
• Assist all departments with admin-related tasks upon request, including photocopying, filing, arranging meetings, taking minutes, etc.
• Support in organizing all staff events like team building and weekly meetings.
• With support from the HR Officer, provide orientation for new employees by providing information packets and ensuring that the tools of work are provided to the new hire.

Reception services

• Ensure that reception services are provided in a manner that visitors are provided with a warm welcome and that their needs are swiftly attended to.
• Ensure that all incoming communications (telephone calls, letters, emails etc.) are responded to professionally and reliably passed on to the appropriate person(s).
• Ensure that Office equipment is switched off accordingly and the premises securely closed.
• Report all faulty landlines to the service provider and ICT Department. Continue to follow up until closed. Update staff on the status via email.
• Log and distribute packages delivered to the office and ensure acknowledgement by the recipients accordingly.
• Log all outgoing packages and notify recipients. Ensure the recipient acknowledges/signs upon receipt.
• Ensure all front desk resources, forms, and handbooks are current and updated regularly.
• Be the custodian of keys for pantry/reception and kitchen doors.
• Ensure office cleanliness by supervising Office Cleaner and ensuring maintenance needs are raised to the Operations Department.
• Performs any other duties that may be assigned from time to time

Required Skills and Competencies

• Exceptional customer service skills
• Strong knowledge and experience in HR and office administration.
• Strong Organizational skills and ability to prioritize and multitask.
• Proficiency in documenting processes and keeping up with trends and best practices.
• Experience working with an International NGO.
• Ability to maintain discretion and confidentiality of HR information.
• Well-organized and process-oriented with strong attention to detail.
• Strong written and spoken communication skills.
• Strong interpersonal skills and ability to perform with limited supervision.
• Excellent IT skills, including HRIS, MS Office and Google Suite.

Qualifications and Experience

• Bachelor’s Degree in Human Resources Management or any related discipline.
• 1-2 years of relevant professional experience in human resources, customer services, office administration and management.