HR & Admin Executive

Job Purpose

The HR & Admin Executive plays a vital role in ensuring the seamless operation of administrative functions and training programs within our organization. This position is integral in providing essential administrative support, coordinating impactful training initiatives, and fostering a productive working environment. By harmonizing administrative responsibilities with training coordination, the HR & Admin Executive enhances organizational efficiency, supports employee development, and improves overall effectiveness.

Duties And Responsibilities

Administrative Support:

• Manage all aspects of general office administration and maintenance tasks to support daily operations.
• Maintain office supplies inventory, including stationery, toiletries, cleaning materials, snacks, and water, ensuring accurate stock and inventory records.
• Perform a variety of clerical and administrative duties with minimal supervision, such as scheduling appointments and ordering office supplies.
• Coordinate and arrange travel logistics, including flights, meals, accommodations, and transportation for staff, guest and client.
• Oversee company car insurance, Connex annual renewals (car alarms), road tax renewals, licensing renewals, MEF annual renewals, CCTV, and any other necessary renewals without delays.
• Liaise with landowners, suppliers, and government bodies including MPK, Bomba, Land Office, and other relevant agencies as needed.
• Handle company applications such as CIDB, MIDA, and Green Card, along with any other required applications needed.
• Manage confidential and secretarial documents from various parties, ensuring timely acquisition of signatories from executives and the board of directors.
• Coordinate courier services for documents and parcels and maintain records of runner usage.
• Ensure proper maintenance and management of office facilities, coordinating with technicians for service and upkeep.
• Assist with marketing-related administrative matters, including documentation, scheduling, guest and customer arrangements, and any additional tasks as required.
  
  

Training And Development

• Assist in organizing training programs, workshops, and seminars, including managing HRDF applications and approval claims.
• Collaborate with department heads to develop training plans and conduct Training Needs Analysis (TNA).
• Calculate and analyze training costs in relation to HRDF fund balances.
• Source and evaluate training providers, assessing the effectiveness of their modules and trainers.
• Prepare training materials, presentations, and evaluations for trainees and management.
• Provide administrative support during training sessions to ensure smooth execution.
• Track training attendance, maintain participation records, and conduct feedback analysis for continuous improvement.
• Assist with the onboarding and orientation process for new employees, ensuring a welcoming introduction.
• Design and create engaging training resources, including e-learning modules and instructional videos, derived from HR resources and insights from managers and Heads of Departments (HODs).
• Assess the training needs of staff to identify areas for improvement and development and plan training programs aimed at enhancing employee skills and fostering professional growth.
• Act as a permanent member of the Safety and Social Committees, contributing to a safe and engaged workplace.
  
  

Compliance And Reporting

• Support compliance efforts by maintaining accurate HR documentation and records.
• Prepare any reports as needed by the manager, providing insights and data to support decision-making.
• Assist with the generation and maintenance of HR reports related to training, recruitment, and other HR metrics.
• Collaborate with the HR Manager in updating policies and procedures to ensure compliance with legal requirements.
  
  

Requirements And Preferred Qualifications

• Bachelor’s degree in Human Resources, Business Administration,Mass Communication or a related field.
• 1-3 years of experience in HR, training, or administrative roles, but fresh graduates with strong academic performance are encouraged to apply.
• Strong organisational and multitasking skills with attention to detail.
• Strong verbal and written communication abilities, complemented by excellent interpersonal skills to foster effective collaboration
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and HR software.
• Ability to work independently and collaboratively in a fast-paced environment.