Job Description
An Exciting Opportunity for ...
JOB PURPOSE
We are looking for an HR assistant to handle a variety of personnel related administrative duties. Your role is to act as the liaison between HR managers and employees, ensuring smooth communication and prompt resolution of all queries. You will also support our daily HR activities and assist in coordinating HR policies, processes and relevant documents.
responsible for providing secretarial, clerical and administrative support in order to ensure that municipal services are provided in an effective and efficient manner.
JOB DUTIES AND RESPONSABILITIES
Working closely with various departments, increasingly in a consultancy role, assisting line managers to understand and implement policies and procedures.
Recruiting Staff – that includes developing job descriptions and person specifications, preparing job adverts, checking application forms, shortlisting, interviewing and selecting candidates.
Developing and implementing policies on issues like working conditions, performance management, equal opportunities, disciplinary procedures and absence management.
Advising on pay and other remuneration issues, including promotions and benefits.
Undertaking regular salary reviews.
Negotiating with staff and their representatives (for example, trade union officials) on issues relating to pay and conditions.
Interpreting and advising on employment law.
Dealing with grievances and implementing disciplinary procedures.
Developing with line manages HR planning strategies which consider immediate and long-term staff requirements.
Planning, and sometimes delivering, training – including induction for new staff.
Create a permanent file for each employee.
Compose of the employee information sheet and its supporting documents
Update the employee file regularly.
Design, implementing and promoting equality and diversity office policies
Recording & report office expenditure and managing the budget; cost control
Organizing the office layout and maintaining supplies of stationery and equipment such as to purchase office equipment, telephone accessories and the office inventory for the entire office , etc
Maintaining the condition of the office and arranging for necessary repairs, ensure inventories for residence are fully supported, and to ensure that all office equipment and utilities are in good operating conditions and arranges for necessary/ schedule repairs.
To ensure the whole office including meeting room, pantry, library, smoking area, toilets etc are purely cleaned
Organizing the event management and branding products (Celebrates monthly and occasional parties, big event and to order by business cards, ID cards, greeting cards and occasional cards and vinyl, to Order pens, hats, bag pack, t shirts, cups ., etc)
To facilitate visa, visa run and long stay visa application and arrange accommodation for long stay expats
To welcome board members and arrange pick-ups, mobiles, expat guide etc
Maintaining fixed assets records, report and conduction assets reconciliation for nationwide
Overall bills processing such as raise PO for monthly payments such as office hire, residence, electricity bills, security guards, landline.
To provide offices administration support including maintain and update records of all administrative related document such as contract of offices, residence and vehicle
Delegating and Supervise work to office staff and managing their workload and output such as to evaluate the record of OT, approve OT, leave and duty assignment, performance appraisal.
To ensure the security guards are properly working and secure the office
To purchase for pantry and arrange meals for overtime working employees
Other responsibilities are consultant by administration manager time to time as usual as administrative
Pick up and deliver the mail, Coordinate the courier service
Assist in the planning and preparation of meetings, conferences and conference telephone calls
Make preparations for meeting room and registration the meeting room