Hr Assistant

Main Function

• The HR Assistant is responsible for providing administrative and operational support to the Human Resources department, ensuring that recruitment, employee records, onboarding, and day-to-day HR activities are effectively coordinated.
• The role requires a highly organized, discreet, proactive, and dependable individual who can manage confidential employee information, support recruitment and onboarding processes, maintain accurate HR records, and assist in the smooth running of HR operations.
• The ideal candidate must be capable of working independently, communicating professionally with staff and candidates, handling sensitive information with discretion, and serving as an effective link between the HR department and employees, applicants, and other stakeholders.

Role Responsibilities

Recruitment and Onboarding Support:

• Assist in posting job vacancies, sourcing candidates, and scheduling interviews.
• Coordinate communication with applicants throughout the recruitment process.
• Support the preparation of offer letters, employment contracts, and onboarding documentation.
• Assist new employees with onboarding formalities and orientation arrangements.

Employee Records and HR Documentation:

• Maintain accurate and up-to-date employee files, both electronic and physical.
• Prepare, organize, and update HR documents, letters, and correspondence.
• Ensure confidentiality and proper storage of sensitive employee information.
• Retrieve records and documents promptly when required by management.

HR Communication and Correspondence:

• Handle HR-related emails, calls, and correspondence professionally and promptly.
• Draft, proofread, and format HR letters, memos, and internal communications.
• Serve as a point of contact between employees and the HR department for routine enquiries.
• Maintain professionalism and discretion when handling sensitive HR communications.

Attendance, Leave, and Payroll Support:

• Track staff attendance, leave requests, and absences.
• Assist in maintaining leave schedules and updating records accordingly.
• Support the HR/Payroll team with data required for payroll processing.
• Follow up on outstanding attendance or leave documentation.

Training and Development Coordination:

• Assist in scheduling and coordinating staff training sessions and workshops.
• Prepare training materials, attendance registers, and related documentation.
• Track employee participation and maintain training records.

Employee Relations Support:

• Support the HR team in addressing routine employee queries and concerns.
• Assist in coordinating employee engagement activities and events.
• Escalate sensitive employee relations matters to appropriate HR personnel.

Policy and Compliance Support:

• Assist in ensuring staff compliance with company policies and procedures.
• Support the update and distribution of HR policies and staff handbooks.
• Help maintain records required for statutory and regulatory compliance.

HR Reporting and Data Management:

• Prepare HR reports, trackers, and summaries as required.
• Maintain accurate HR data and assist with periodic audits of records.
• Provide regular updates on HR matters requiring management's attention.

Office and Administrative Support:

• Coordinate with other departments to ensure HR requests and needs are attended to.
• Assist with procurement or arrangements for HR-related meetings and events.
• Support the smooth running of the HR office and daily administrative activities.

Stakeholder and Employee Support:

• Receive and attend to employees and visitors to the HR office in a professional manner.
• Maintain positive working relationships with staff, applicants, and external contacts.
• Represent the HR department professionally when communicating on approved matters.

Problem Solving and Proactive Support:

• Anticipate the needs of the HR department and take appropriate action within assigned authority.
• Identify potential administrative or documentation issues and recommend practical solutions.
• Handle multiple HR tasks efficiently while maintaining accuracy and professionalism.

Other Duties:

• Perform other reasonable HR or administrative support duties as assigned.
• Support special HR projects and assignments as required.

Experience / Qualifications

• Bachelor's Degree or HND in Human Resource Management, Business Administration, Industrial Relations, or a related field.
• 1 - 3 years' experience as an HR Assistant, HR Officer, Administrative Assistant, or in a similar support role.
• Basic knowledge of HR practices, labour laws, and employee documentation processes.
• Experience assisting with recruitment, onboarding, or employee records administration is an added advantage.
• Prior HR experience within the hospitality/hotel industry is an added advantage.
• Excellent proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook/email platforms.
• Strong written and verbal communication skills.
• Ability to manageconfidential and sensitive employee information with a high level of discretion.
• Must be highly organized, proactive, dependable, and able to work with minimal supervision.
• Must be flexible and available to manage changing priorities and deadlines.
• Ability to multitask and work effectively under pressure.

Competencies / Skills:

• Excellent organizational and time-management skills
• Good understanding of HR processes and documentation
• Excellent written and verbal communication
• Strong Microsoft Office and digital literacy skills
• Good document preparation, formatting, and proofreading skills
• Strong attention to detail and accuracy
• Excellent record-keeping and follow-up ability
• Strong interpersonal and relationship managementskills
• Good problem-solving and decision-making skills
• Ability to prioritize multiple tasks and meet deadlines
• Basic knowledge of labour laws and HR compliance requirements
• Ability to work independently and proactively
• Professional telephone, email, and correspondence etiquette

Behavioural Qualities / Other Competences:

• Highly discreet and trustworthy
• Honest, responsible, and accountable
• Professional and well-presented
• Proactive and resourceful
• Highly organized and dependable
• Calm and composed under pressure
• Flexible and adaptable to changing priorities
• Strong sense of urgency and follow-through
• Excellent interpersonal and communication skills
• Mature judgment and ability to maintain confidentiality
• Respectful and service-oriented
• Willingness to work beyond normal hours when reasonably required by the role.