A consumer products company is looking for an Office Professional & HR Assisant
DEPT : Operations
REPORTS TO : Country Director, Ghana
DOTTED REPORT : Snr, HR Manager
70% HR and 30% PA
POSITION SUMMARY Provides administrative and HR support to the Country Director and HR Manager. Duties will include the responsibility for the full range of administrative support, including the supervision of an third parties employees such as cleaners.
The position will also give HR support for Ghana in all areas of HR, e.g. personnel planning, personnel measures (e.g. promotions), performance management, coordinating RTHs and recruitment, on- and offboarding.
The position will also support the Senior Director Turkey & Africa in his regional role. The position will provide support to other department employees as required and assist on special projects when necessary.
SUPERVISORY RESPONSIBILITIES : Cleaning Staff ORGANIZATIONAL RELATIONSHIPS Interacts with all levels throughout organisation;
members, and vendors. PHYSICAL DEMANDS
Must be able to see, hear, speak and write clearly in order to communicate with employees and / or other customers
Manual dexterity required.
Performance Standards and Expectations 1. ASSISTANCE TO COUNTRY DIRECTOR GHANA
Monthly expense report for Country Director Ghana : preparation, sending for approval forwarding to the finance.
Preparation of Weekly schedule & sent to VP
Make travel arrangements on an as needed basis for Country Director Ghana. Will coordinate with travel company for all travel to include transportation, accommodations and other necessary and related arrangements no later than 7 days prior to date of travel (under normal circumstances)
Coordinate between departments for gathering all necessary info for bi-weekly reports
Maintain daily calendar for Country Director Ghana for any and all activities, including scheduling meetings and making arrangements for appointments.
This will include notification of appointments, changes to calendar and any necessary reminders.
Receiving and timely handling of all administration - HR incoming mail (via fax, us post office, email, hand deliveries), coordination of all confidential documents as well as time sensitive documents which need approval and signatures.
Keeping updated all company records. Maintain accurate and easy-to-find department, permanent, chronological and individual files for Country Director Ghana on a daily basis.
Prepare all sorts of reports, printouts and presentations as requested by Country Director Ghana.
2. ADMIN ISSUES SUPERVISION
Expense request forms-approvals for regular expenses-vendors involved
Legal expenses-forms and approvals
Counseling expenses- forms and approvals
Premises expenses (forms and approvals) and coordination to make sure the best function of premises
Keep files of any kind of contracts between the company and vendors
Keeping updated contact list for employees & upper level Distributors, general external contacts
Handling issues with mobile company for company’s mobile users.
Prepares all correspondence on time, accurately with a professional / polished appearance.
Responsible for proof reading all materials prior to submission for approval and distribution.
Prioritizes daily tasks with the flexibility to take on more important issues at short notice whilst ensuring less important tasks are still dealt with in a reasonable time frame and completed professionally.
3. PREMISES & OFFICE SUPPLIES a. Office Cleaning
Monitor the contact of the Cleaning Service and their performance
Approve the material bills.
Monitor all office supplies - Coordination of orders, purchasing (office furniture, paper, envelopes, letterhead paper, business cards ), taking care of no out of stock situation, budget follow-up.
Ensure cost efficiency of all supplies by obtaining the last prices in the market
b. Fire Protection
Keep track of the functionality of all fire protection systems-coordination with fire protection company
Manage the travel of all personnel (tickets, hotels, expenses) meaning all necessary travel arrangements on an as needed basis all Ghanaian employees, corporate visitors, distributors / speakers for the events.
Will coordinate with travel company for all travel to include transportation, accommodations and other necessary and related arrangements no later than 7 days prior to date of travel (under normal circumstances)
Ensure the cost levels of all travel arrangements are low
5. HUMAN RESOURCES SUPERVISION
Assist the Country Director Ghana and HR Manager in the HR function of Ghana's office
Keeping and updating the Employee’s Book (legal requirement)
On a daily basis according to the company rules and regulations and the Ghanaian labour laws in close cooperation with the HR Manager and as coordinated with the regional HR department with the country directors support.
Coordinate procedures of new hires, resignations, forced terminations in cooperation with Finance
coordination of Request to Hire and recruitment measures, processing of payroll, Support / Manage Health and Social insurances, HR reports, announcements and letters, onboarding and offboarding staff, coordinate personnel measures such as promotions, performance management, salary increases & bonus payments, organisation & coordination of training measures, HR projects.
Monitor the annual leave holidays of personnel
Monitor of days off for events & Saturdays working days
Monitor sickness absence
Keep the records of all HR (bonus-salary data, personal data etc.)
HR reports, letters, files
Monitor and conducting recruiting procedures
Organize the training for employees (induction training program, Code of Ethics, Harassment training, Skill soft e-learning, team building events, several other training seminars)
Deliver Code of Ethics training for new employees and existing staff as required by the company and supervise Code of Ethics online trainings.
Plan, co-ordinate and execute motivational / engagement activities for the personnel such as but not limited to team dinners, engagement activities promoting team spirit etc such activities should be put in admin budget, quotations should be supplied for different alternatives and suppliers
Maintaining all HR system and reports inclusive of myHR, organograms, costing reports, etc.
Monitor Health and Pension / Provident Insurance program (contact person for compensations, problems, procedures)
Employee’s safety coordination and meeting once a month with special safety controller
Maintains a record of Service Award certificates years’ service for employees. Liaise with HQ / HR to ensure that all the relevant certificates, pins and documentation arrive on time and correctly, necessary gathering is organised for presentation / recognition purposes.
Support in arranging any meals for staff when applicable
6. MARKETING-SALES-DISTRIBUTOR EVENTS
Coordinating the MS promotions - record of the necessary forms and qualifiers’ data
Active involvement and support to S&M team for all LDW and Royalty Retreat Events
Active participation to these events.
Active involvement and support to S&M team for all sorts of sponsorships, PR events
Active participation to these events.
7. GENERAL OFFICE SUPPORT
Will serve as a liaison between the department and various Corporate Staff and Members as well as any employees, customers, applicants, vendors, etc.
in a courteous, cooperative and professional manner.
Receiving and timely handling of all incoming mail (via post office, email, hand deliveries), coordination of all confidential documents as well as time sensitive documents which need approval and signatures.
Support any employees travelling to and from Ghana for work purposes in arranging Visa supporting documentation, transport and accommodation.
Prioritizes daily tasks with the flexibility to take on more important issues at short notice whilst ensuring less important tasks are still dealt with in a reasonable time frame and completed professionally
Manages time effectively and works independently if necessary on any projects given. These may include, but are not limited to IT projects, Human Resources or Media topics.
Required Skills or Experience
The following are the minimum qualifications which an individual needs in order to successfully perform the duties and responsibilities of this position.
Skills / Education / Experience :
Good level of education
Preferably between 2-3 years experience working as an assistant at senior level
5+ years Working experience with HR responsibilities
Exceptional interpersonal skills
Strong organisational, communications and time management skills are a must
Preferably typing skills at 65+ wpm
Ability to multi-task and maintain high level of organisation
Must be able to prioritise work
Proficient in Microsoft Word, Excel, PowerPoint and Outlook; knowledge of Access and Visio, are a plus
Ability to solve practical problems and carry out responsibilities under general / minimal supervision
Flexibility and efficiency to deal with a stressful and high paced environment.
Strong customer and results orientation with focus on confidentiality
Ability to interact effectively at all levels with sensitivity to cultural diversity, position, PR and public awareness of promoting positive company image
Ability to function as an effective team member
Ability to adapt as the external environment and organisation evolves
Good written and spoken English