Human Resource Assistant
Reporting to: Human
Our client is seeking to
hire an HR assistant who will provide human resources support to the Human
Resources department including support to the Human Resource Officer,
Administration Officer, Human Resource and Administration Manager relating to
human resource functions and adhering to the laid-out policies and procedures
within the department and across the company.
HR Business Partnering
Act as a consultant to managers and staff regarding HR
policies and procedures.
Resolve employee-related issues and queries.
Offer support to the assigned departments on all aspects of
Work with respective line managers to ensure that all
employees plan and take their allocated leave days within the year. Check
that all absences are justified and that the leave policy is adhered to,
including supporting documentation.
End-to-end management of disciplinary process
Work closely with managers from your assigned departments to
ensure that all staff have goal sheets and job descriptions and that these
are clearly communicated to each staff.
Work closely with line managers to prepare performance review
schedules. Send out alerts/reminders to line managers for probation and
Attend performance reviews including monthly one-on-one
reviews, performance improvement plan (PIP) reviews, and probation reviews.
Carry out monthly audits of the performance review processes
to assess adherence; and prepare monthly reports of the audit findings.
Carry out training on the performance management system for
all new staff.
Carry out quarterly performance analysis and work closely
with respective line managers to instigate applicable performance
management measures including, but not limited to, performance improvement
plans, performance development plans, rewards, and recognition.
Participate in the hiring process including advertising,
interviewing, and making job offers to candidates and giving feedback to
unsuccessful job candidates.
Carry out background checks and obtain references from
previous employers and referees to determine applicants’ credibility.
Work with the respective offices to ensure that applicable
tools of trade (e.g., workstation, stationery, email address, vehicle,
computer, airtime, PPEs, etc.) are in place before a new employee joins
Carry out orientation for new staff members. This includes
staff on short-term contracts.
Support new staff members through weekly follow-ups during
their first month, to ensure smooth transition and settlement into their
new roles. Work with respective line managers to address any concerns
Organize and hold meetings with line managers and staff from
the assigned departments. Keep minutes of such meetings and ensure timely
closure of the identified areas of improvement.
Conduct quarterly new employees’ surveys, and compile
feedback and action on the identified areas of improvement.
Ensure a smooth off-boarding process for staff members
leaving the organization. This will involve checking that the employee is
cleared from all departments (returns company property, notifying IT and
payroll about personnel changes, and preparing any paperwork the employee
might need to sign and timely processing of final dues).
Conduct exit interviews for staff members leaving the
organization and compile the findings report.
Staff Training and
Conduct staff training on HR policies and procedures
including temporary contract staff.
Carry out training needs assessment in liaison with the
respective line managers and implement actions which may include training
sessions, workshops, job shadowing, mentoring, and seminars to address the
identified training needs.
Send payroll input to the relent department every month.
Verify staff overtime hours before sharing the report.
Ensure all the inputs (new employees, salaries, benefits,
deductions, loans including HELB, salaries on hold) are included in the
monthly payroll report.
Manage assigned projects within timelines and within budget.
Compile HR reports from the various HR processes (performance
management, recruitment, disciplinary, offboarding, employee engagement,
Perform other duties as allocated.
Skills and Qualifications
Diploma in Human Resource Management or Certified Human
Resource Professional qualification (CHRP).
Minimum of 1 year of experience in a HR-related position.
Proficiency in Microsoft Excel, Microsoft Word, Outlook, and
Knowledge of labor laws and government regulations that
concern workplaces and employment matters.
Thorough understanding of human resource practices and
Ability to manage deadlines and stressful situations.
Attention to detail.
Strong interpersonal and communication skills.
Highly motivated individual.
Resilience – deal effectively with pressure; remain
optimistic and persistent, even under adversity, recover quickly from
Flexibility – be open to change and new information; rapidly
adapt to new information, changing conditions, or unexpected obstacles.
How to Apply
If you are up to the
challenge and possess the necessary qualifications and experience; please send
your CV only quoting the job title on the subject (Human
Resource Assistant – FMCG) to email@example.com before 19th January 2024.