HR/Admin Assistant at EST Master Construction Limited

Ref-Code: MCLR/HRM/01/19
Location: Port Harcourt, Rivers

Job Summary

• The HR/Administrative Assistant will ensure that the HR/Admin department has support on all clerical, administrative and HR tasks.
• He/she will provide support to management as required, and anticipate and resolve administrative issues that may hinder the smooth operations of the department.
• The HR/Administrative Officer will be responsible for ensuring that a responsive and consistent quality service support is provided to all employees and managers when approaching the HR department and to effectively manage all HR administrative duties to enable the HR/Admin team to successfully achieve their goals and objectives.

Key Duties/Responsibilities
General Administrative/HR duties:

• Provide administrative support for HR and senior executives.
• Organize, compile, and update company personnel records and documentation.
• Manage and update HR databases with different information such as new hires, terminations, sick leaves, warnings, vacation and days off.
• Prepare, manage and store paperwork for HR policies and procedures.
• Answer employees’ questions and provide requested information on Health Insurance and other HR related matters.
• Ensure to check successful candidate “Reference Check” prior to employment offer.
• Draft employment contract for staff and collect all information required for the employment contract. (ID card, photos, identification information, “recruitment package” etc.)
• Maintain schedule and coordinate calendar activities.
• Assist with Leave planning and follow up with leave requests.
• Assist recruiters in posting job ads on Job portals and processing received resumes.
• Maintain staff training records.
• Register training programmes and file reimbursement with Industrial Training Fund – (ITF).
• Answer telephone calls and provide needed information.
• Prepare reports, presentations and minutes of meetings as directed.
• Manage new hire on-boarding process and draft new hire announcements.
• Track staff birthdays and send congratulatory messages.
• Maintain external contact details for key stakeholders.
• Ensure adequate availability and timely replenishment of office supplies/cleaning supplies.
• Manage filing and records.
• Facilitate company certificate renewals with FG parastatals like NipeX, DPR, NSITF, ITF, BPP etc.

Tender Management:

• Support in preparing and submitting qualitative Pre-qualification, Technical and Commercial Tenders for the Company.
• Plan, direct, supervise and control the packaging of bids.

Communication:

• Timely review of all incoming mail, and responding or re-routing to the correct respondents.
• Timely and professional preparation of outgoing letters/mail for the organization.
• Manage and record all incoming and outgoing mail to ensure a database for future reference is maintained for speedy and accurate future reference.
• Manage all internal and external queries and requests, responding and re-directing accordingly.

Travel arrangements:

• Arrange all travel, hotel bookings and pick up
• Ensure passport and visas of senior Executives are current and in good order.

Required Qualifications, Experience and Skills

• A Bachelor's Degree in a related field (i.e. Business or HR management)
• A legal background will be an added advantage
• Computer literacy - MS Office applications, in particular
• Excellent organizational and Presentation skills, with an ability to take initiative and prioritize important tasks.
• Strong Oral and Written English skills
• Experience in bids and tender packaging.

Other Skills Required:

• Proactive, autonomy, planning, analytical, clear communication, work under pressure, ability to facilitate change, persuade and negotiate to reach acceptable compromise/solutions among all levels in the organization.

Salary
Attractive.