Human Resources Secretary/Administrator at MIBCO

Duties and responsibilities

• Provide day-to-day administrative support to the HR Manager, including managing correspondence, management of Calendar for the HR Manager and Travel arrangement for the HR Team
• Manage the HR Projects
• Consolidation of monthly, quarterly, yearly/annual and ad-hoc HR Reports
• Generate frequent HR & Board report for HR Manager
• Assist with HR Audits
• Receive HR Visitors
• Responsible for coordination of the HR events, including logistics (refreshment, venue, etc.) to support the HR Manager and Senior HR Practitioner.
• Responsible for the administration update of the HR policies and HR Templates as and when required.
• Take and compile all HR Minutes including the HR Forums meeting minutes.
• Coordinate Employment Equity, Health & Safety and Training Committee meetings and ensure distribution of minutes.
• Ensure all HR activities comply with the relevant policies and procedures.
• Manage and maintain filing system.
• Responsible for HR Stationery and courier services.
• Assist with HR Procurement services and administration.
• Management of HR Contracts and SLA’s (Service Level Agreement)
• Coordinate HR Communications with the relevant stakeholders.
• Ensure HR information is up to date on the Intranet and Website

Knowledge/Experience/Skills/Requirements

• Communication Skills: Ability to clearly convey information, listen actively, and maintain open dialogues with employees and management.
• Organizational Skills: Ability to manage multiple tasks, prioritize responsibilities, and maintain accurate records and files.
• Attention to Detail: Ensure that documentation is accurate, comply with regulations, processes, and prevent errors in HR processes.
• Interpersonal Skills: Build relationships and interact effectively with a diverse range of individuals within the organization.
• Problem-Solving Skills: Ability to identify issues and develop effective solutions, particularly related to employee concerns.
• Confidentiality: Maintain discretion when handling sensitive employee information and personal data.
• Time Management: Effectively manage one’s time and prioritize tasks to meet deadlines.
• Adaptability: Ability to adjust to changes in policies, procedures, and the business environment.
• Empathy: The ability to understand and share the feelings of others, making employees feel valued and heard.
• Professionalism: Conducting oneself with integrity, respect, and a strong work ethic, reflecting positively on the organization.
• Integrity: Adherence to ethical principles and maintaining confidentiality when dealing with sensitive information.
• Reliability: Being dependable and consistent in completing tasks and responsibilities on time.
• Cultural Awareness: Recognizing and respecting diversity within the workforce and promoting inclusivity.
• Proactiveness: Taking initiative to address issues before they escalate and actively seeking opportunities for improvement.
• Resilience: Ability to handle difficult situations and adapt to changes in a dynamic work environment.
• Collaboration: Working well with others, fostering teamwork, and building cooperative relationships across departments.
• Curiosity: A desire to learn and stay updated on HR trends, labor laws, and best practices that can benefit the organization.
• Persuasiveness: The ability to influence others positively, particularly when communicating policies and practices.
• Employment Law: Understanding of Labour law, BCEA, regulations, and compliance requirements affecting employment practices.
• HR Policies and Procedures: Familiarity with the organization’s HR policies, procedures, and best practices.

Requirements

Qualifications

• Matric with National Diploma or Degree in Human Resources or related field
• Minimum 3 years of previous experience in an HR administrative role
• HR systems experience will be an advantage.
• Advance MS Office Word, Excel and Outlook skills required.
• Working knowledge of the relevant legislation e.g., BCEA, EEA, SDA, OHSA, COIDA