Administration Officer: HR - Pretoria
Financial Intelligence Centre
The purpose of the job is to provide wide range administrative support to the HR business unit and secretarial support to the Head: HR KEY PERFORMANCE AREAS Human 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.
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