Job description

Job Purpose: 

The Administration & HR Coordinator is responsible for facilitating key administrative duties and to efficiently ensure the end-to-end running of human resource projects and operations. This position resolves benefits-related problems and ensures effective use of plans and positive employee relations. The Administration & HR Coordinator role provides administrative support to the human resource function as needed, including record-keeping, file maintenance, recruitment, onboarding, etc.

Supervision Received:This position works highly autonomously and reports directly to the Country Director Management Responsibility: Oversee the office assistant and premises guard team

Duties & Responsibilities:

a)Manage Administration & HR duties:

• Maintain filing system; retrieve documents from filing system, handle requests for information and data
• Coordination of Opco Annual Performance Management Reviews
• Coordinates insurance, vacation, holiday, sick pay, etc.requests
• Logistics HR department, requesting HR required items and make a follow up
• Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors
• Answering all internal and external HR-related queries and requests
• Event Planning for office based activities;meetings, team buildings
• Conducting internal HR compliance audits, and more.

b) 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

c)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

d)Office Operations Support

• Take lead on office management hygiene, budgeting for office consumables
• Attend company meetings and take notes, keep minutes, etc.
• Maintain and ensure office operations run smoothly at all times
• Filing and updating documentation of contracts, legal papers
• Support employees to optimize office IT solutions for efficiency and productivity
• Act as HR Manager for Corporate stores

e)Team Engagement and Company Growth

• Be a supportive, dynamic and flexible team member
• Do not wait to be assigned for 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 HR 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.
• Experience with working with HRIS
• Proficient with Microsoft Office Suite and other related software.
• Preferred Experience Requirements:
• Excellent interpersonal skills: able to welcome visitors in a friendly manner, support staff in 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 CVs only, we look for a candidate with the right attitude, hunger for success and talent.

• A mature leader, able to carry the weight to enable their team to perform and thrive
• Highly motivated to Get Things Done in an autonomous and independent matter
• Strong entrepreneurial and business instincts
• Proficiency with Microsoft Office suite including Excel, Word and Powerpoint
• Perfect knowledge of English and other local languages