Job Description

The purpose of the job is to provide wide range administrative support to the HR business unit and secretarial support to the Head: HRKEY PERFORMANCE AREASHuman Resources

• Resolve standard queries within HR policies, procedures, practices and legislation under supervision
• Prepare and process employment documents
• Quality check HR documents
• Assist with special projects as assigned
• Provide administrative support on all human resources processes
• Create and maintain personnel files and records on HR systems in accordance with legal requirements as well as FIC policies and procedures (manual and electronic)
• Conduct appropriate audits to ensure data integrity as directed

General Office Support

• Schedule, attend meetings, prepare meeting packs, and take minutes
• Consolidate, prepare and produce reports as required (e.g. Monthly)
• Maintain a filing system and the document tracking system (for confidential information) (manual and electronic)
• Draft, type letters and documents, scanning, photocopying, and binding of documents
• Perform all administrative functions relating to Finance and SCM (claims for travel, payment requisitions, telephone, and cell phone usage) in line with finance and supply chain policies and procedures
• Assist new employees with access cards, parking, computers, stationery, and any other arrangements as necessary
• Coordinate business unit staff matters pertaining to HR and Finance e.g. probationary reports, performance agreements etc.
• Maintain a schedule of internal and external meetings of the business unit.
• Resolve queries and matters with a lot of inter-dependencies.
• Communicate with internal / external stakeholders.
• Maintain and manage the assets and resources of the business unit.
• Execute all functions timeously and ensure set deadlines are met.
• Liaising with suppliers and maintaining excellent professional relationships externally.
• Ensure that all office equipment is always in working order
• Maintain internal databases, e.g., authorised officer database.

Manager Support

• Filing and diary management for the Head of HR
• Screen telephone calls and take messages for the Head of HR
• Assist with proof reading and quality control of documents
• Facilitate and consolidate the preparation of monthly report, submissions, and correspondences on behalf of Head: HR
• General administrative support for the Head of HR
• Perform any other duties as required.

EDUCATION, SKILLS AND EXPERIENCE

• Diploma in HR or related
• Minimum 2 years relevant experience in administration within an HR environment.
• Strong sense of confidentiality
• Proven MS Office skills (advance level)
• Proven administrative ability.

Financial Intelligence Centre