Graduate Administrative Assistant (Human Resource) at Nextier Advisory

Role Purpose

• The overall purpose of this role is to enable and support the smooth ongoing and running of HR operations within the HR department through the control and maintenance of the HR systems and manage the flow of relevant information.
• The Administrative Assistant (HR) delivers effective administrative and HR services to internal and external clients in compliance with established rules, guidelines, processes and procedures, and takes a client-oriented and result-focused approach when providing admin and HR related guidance.
• Provide general administrative support to the office to ensure a conductive work environment.
  

Key Areas of Accountability
General administrative and HR responsibilities:

• Support the HR lead in the day-to-day HR operations, especially with regards to recruitment, learning and development, performance management and employee relations;
• Assist and support the HR lead in the implement tools and mechanisms for effective and efficient monitoring of personnel activities in support of the operations;
• Maintain accurate and up-to-date personnel status files in a confidential and secure manner;
• Assisting in the development of content for the HR weekly newsletter and other publications within business units;
• Follow-up staff planning schedules (staff annual leave, sickness, unjustified absences, training) and prepares a monthly report;
• Assisting in the development of content for the HR weekly newsletter and other publications within business units;
• Interfacing with pension providers for payment of staff pensions;
• Managing communication flow within business units in a timely manner;
• Conducting periodic employee feedback surveys for the organisation;
• Drafts standard and administrative correspondence; photocopies and collates documents as requested;
• Ensure the office is well stocked (procurement and monitoring) with necessary supplies, stationeries and other consumables as well as maintaining and updating store records
• Ensure the First Aid kits are stocked and replenished with genuine drugs;
• Updates office staff contact list on a regular basis and circulates amongst all staff;
• Assists in the preparation for meetings;
• Resolving office-related malfunctions and respond to requests or issues;
• Process the payment of all suppliers and maintenance providers and keep strict on all documentation involved;
• Monitoring the level of supplies in the office and handling shortages;
• Carry out all accounting tasks and activities in order to ensure strict control of all expenditures, statements and documentation;
• Preparing weekly budget and expenditure sheets;
• Monitor and supervise the activities and performance of the office janitors and other support personnel;
• Direct and coordinate the support services in the office, including coordinating with suppliers and maintain trusting relationships with support providers and suppliers;
• Coordinate with other departments/divisions within Nextier to ensure compliance with established policies.

Logistics and event management responsibilities:

• Managing logistics for Nextier dialogues and development discourses;
• Organising the logistics for Nextier monthly in-house office functions;
• Assisting in contacting clients and attendees for Nextier programs.

Other specific responsibilities/tasks: (if/when applicable):

• Undertakes any additional tasks as assigned by the HR lead, Team leads and Partners.

Qualifications and Experience

• Bachelor's degree (second class upper (2:1) and above) in Human Resources Management, Business, Public Administration or any other related discipline.
• At least 1-2 years of relevant and progressively responsible experience in HR, administration, and office management in a private sector environment.
• Ability to interpret administrative and personnel rules, regulations and procedures and explain them clearly and concisely.
• Proficient in current office software’s (Word, Excel, PowerPoint) and web-based applications.
• Must have excellent writing and communication skills.
• Must be able to work in teams/managing self and relationships.
• Must be emotionally intelligent to relate with colleagues.
• Ability to work independently on his/her own initiative with problem solving skills/
• Ability to work under pressure to deadlines and stress.
• Strong sense of personal integrity.