The HR & Office Administration Officer will provide comprehensive administrative support to the HR & Office Administration department, ensuring smooth HR & Office Administration operations and efficient management of employee records, payroll processes, compliance, key HR functions and office administrative operation. The role involves maintaining HR databases, supporting employee onboarding and offboarding, and coordinating logistical arrangements for HR activities, training sessions, and office administration related functions.
Key Responsibilities:
1. Staff Profile Filing:
- Maintain and update employee profiles (physical and digital) to ensure accurate and organized records.
- Ensure all documentation complies with organization policies and is handled with confidentiality.
2. HRIS Database Management:
- Manage the HR Information System (HRIS) by updating it with new hires, terminations, and changes to employee information.
- Ensure data accuracy and consistency in HRIS entries.
3. Employee Handbook Management:
- Support the update and distribution of the employee handbook.
- Ensure employees have access to the handbook and address any queries related to its content.
4. Timesheet Management:
- Oversee the collection from the staff and ensuring they are ready for audit if needed.
5. Payment Request Preparation:
- Prepare payment requests for the expenses and payroll-related items.
- Coordinate with finance to ensure prompt payments.
6. Staff Probationary Period Monitoring:
- Track probation periods for new employees, ensuring performance reviews are conducted on time.
- Assist Senior HR Officer with submitting necessary probationary documents.
7. HR Training Logistics Focal Point:
- Coordinate logistical arrangements for HR-related training, including booking venues, managing materials, and overseeing participant attendance.
8. Other HR Administrative Tasks:
- New Staff Kit Preparation: Prepare onboarding kits for new employees, including T-shirts, stationery, workstations, WWF pins, and other necessary materials.
- Provide administrative support to HR projects and initiatives as required.
9. Office Administration support as per assignment.
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