Responsible for providing administrative support to assist the execution of the administrative function within the business. The incumbent will perform clerical work and support the People Department with department projects, data management and other general office duties. The role holder will handle a wide range of administrative and support related tasks.

Key Responsibilities

• Operations Management: Organize and schedule meetings, interviews, and appointments, champion the organization of key office events. Make travel arrangements, such as booking flights, cars and making hotel reservations. Coordinate the needed technology and supplies for the office and warehouses. Support the warehouse team in setting up including furniture acquisition, supplies sourcing and supplier management including water providers, sanitary services and cleaning services.
• Compliance: Manage all operational licenses and insurance contracts for office facilities ensuring that renewals are made promptly. Ensure health and safety standards are properly observed during operations.
• Finance Support: Assist in processing orders to vendors and service providers. Submit and reconcile expenses reports and monitoring invoices. Coordinate with the finance team on the payroll information management, preparation and payment.
• Records Management: Manage the company’s filing system to ensure that all operational documents are properly filed and easily accessible. Ensure all staff files are complete per the HR and Audit requirements; Frequently update employee files in line with key changes in personal information and or organization requirements.
• People Administration: Assist in the preparation and issuance of field employee contracts; facilitate employee exit including the issuance of clearance forms, collection of work tools and coordinate with the finance team for payment of final dues. Conduct exit interviews in specified formats and share the feedback with the People Business Partner.
• People Management: Support in coordinating staff engagement/motivation initiatives and welfare activities. Draw up a social calendar for staff initiatives that include staff parties/events, team building, sports programs and social activities.

Minimum Requirements & Key Skills

• Bachelor’s degree in Business Management or a related field;
• Diploma in Human Resource Management and member of the Human Resource Professional Body is an added advantage;
• A minimum of three (3) years working experience gained in an administrative role;
• Demonstrate a high degree of integrity, sensitivity and confidentiality when dealing with internal and external parties;
• Strong ownership mind-set and ability to work in a self-directed manner;
• Excellent verbal and written communication skills;
• Able to prioritize, and manage time efficiently.

Desired Competencies

• Analytical Thinking;
• Detailed oriented;
• Goal Orientation;
• Problem Solving Skills;
• Great Interpersonal Skills;
• Strong Planning & Organization Skills;
• Team Player;
• Tech Savvy.