Job description

The HR & Procurement Admin is responsible for facilitating key HR administrative duties and to efficiently ensuring the end-to-end running of HR projects and operations. This position provides support to the operation & human resource functions as needed, including record-keeping, file maintenance, recruitment, onboarding, supply chain management, etc.

Supervision Received: This position works semi-autonomously, receiving guidance and support from the Operations Manager

Duties and Responsibilities:

a)Manage HR administrative duties:

• Maintain filing system; retrieve documents from filing system, handle requests for information and data
• Coordinates insurance, vacation, holiday, sick pay, etc.
• Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors
• Answering all internal and external HR-related queries and requests

b)Supply Chain Management:

• Ensure full implementation of the company’s procurement policy, procedure and regulation.
• Support in negotiation of the best price for all inventories procured for the warehouse and marketing use.
• Ensure inventory stock levels are maintained and records are well kept I.e quotation, LPO, delivery notes, GINs, GRNs, and Invoices.
• Attend monthly stock take at the warehouse.
• Update the procurement tracker and daily and monthly stock sheet.
• Ensure all suppliers sign and submit a fully executed agreement together with all relevant company documents - Company registration, PIN, VAT, Tax Compliance Certificate etc.
• Follow up on suppliers' pending payments with finance and update their credit status.

c)Recruitment & Onboarding

• Assist in recruitment (arrange interview, email notification, and reference checks)
• Supporting the administrative part of the new hire process (screening, contracts, updating of HR systems)
• Helping out where necessary during the pre-boarding and onboarding of employees, i.e. staying in touch with them, answering their questions, sending them relevant material, and so on
• Track probation status and alert GHR update records with new hires

d)Employee benefits

• Being the go-to person for employees with benefits-related questions and problems
• Acting as the liaison between employees and insurance providers
• Updating & tracking benefit plans (healthcare, retirement, etc.)
• Coordinate and track salary advance benefit for employees (provide report & recommendations)
• Recommending possible actions to improve existing processes

e)Office Operations Support

• Provide support on office’s ongoing project (Coordination of Kiva)
• Attend company meetings and take notes, keep minutes, etc.
• Maintain and ensure office operations run smoothly at all times
• Act as HR Manager for Corporate Store

f)Team engagement and company growth

• Be a supportive, dynamic, and flexible team member and coordinate well with other
• departments and functions
• Do not wait to be assigned a task but hunt for opportunities to bring improvements and support others
• Be honest, reliable and dedicated
• Bring the energy and stamina to go far with Jibu and join us in building a unique success story

Experience requirements

• Proven work experience, preferably in office administrative assistant or similar role (customer service oriented)
• Working understanding of human resource principles, practices, and procedures.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite and other related software.
• Excellent interpersonal skills: able to welcome visitors in a friendly manner, and support staff in the office in a friendly and helpful way
• Excellent organizational skills: able to keep track of activities happening in the office, provide support in organizing events for staff, manage staff leave tracker, make sure there are sufficient office supplies, etc.
• Ability to work under minimum supervision

Culture Fit Criteria

At Jibu, we do not recruit based on CVs only, we look for a candidate with the right attitude, hunger for success and talent.

• A self-starter and initiator with an intrinsic motivation to perform
• Highly motivated to Get Things Done Quickly
• Strong entrepreneurial and business instincts, backed with strategic thinking
• Perfect written and spoken English
• Able to represent the Jibu Brand and comfortably communicate decisions from management to the franchise network