Corporate Services Assistant (Recruitment/HR)

Job Summary

Responsible for the administration, logistics, processing and preparation at each stage of the Company’s recruitment process leading ultimately to an offer of employment being made to prospective candidates joining the Company at a junior or semi senior position. The position holder also has the responsibility of ensuring that all post employee probation arrangements are completed. The position holder also performs duties aligned to the provision of Corporate Services.

Job Responsibilities

1. Initiate, upon instructions from the Manager: Corporate Services the employment process for junior and semi-senior staff and carries the process to completion following all standard operating procedures.
2. Liaise with the designated recruitment agency for updated on vacant positions they were enlisted to fill.
3. Monitor employee probationary periods and advise the relevant Head of Department at least two months before the expiration, to ensure timely preparation and completion of the employees’ performance assessment.
4. Schedule pre-employment medicals for employees who have completed their probationary period and ensure that the approved medical profile is followed by the provider.
5. Receive end of probation employee assessment forms and prepares employee correspondence (confirmation/extension of probationary period. Carries the confirmation process to completion following all standard operating procedures.
6. Prepare Contract Agreements for independent and company contractors. Monitor for expiration date and advises relevant Head of Department/Supervisor at least Two months before said expiration.
7. Implement and maintain a spreadsheet noting vacation leave status of all employees.
8. Responsible for the preparation and processing of Time Attendance data for Senior and Semi Senior Staff.
9. Bring to the attention of the Department Head/Supervisor abnormal time keeping or absence by employees.
10. Prepare in the prescribed manner, leave utilization notices for Senior and Semi Senior Staff, and submit to affected employees in keeping with standard operating procedures.
11. Attend as required Internal Investigative meetings and Disciplinary Hearings takes notes of the proceedings.
12. Circulate minutes of the investigative meetings within three days of its completion and minutes of the Disciplinary Hearing within one week of its completion.
13. Implement and maintain a Covid 19 database or any other infectious disease database in keeping with standing instructions.
14. Prepare on a monthly basis internal employee movement memos and letters.
15. Ensure that employees who are required to undergo pre- employment medicals receive their accurate medical profile.
16. Process payments to Occupational Health Solutions Limited for Pre-Employment Medicals.
17. Provides support to the Manager: Corporate Services in specific areas as required.
18. Maintains resume` file and responds to request for specific resumes from Heads of Departments/Supervisors.
19. Liaise with Head of Departments/Supervisor for their submission and updated versions of approved departmental structures. The structures must include filled and vacant positions.
20. Files all documents under the employee’s span of control.
21. Any other duties associated with the position.
22. Adhere to the Company’s HSSE Management System.
23. Adhere to the Company’s Covid 19 protocols and or any Public Health Regulations as they pertain to Covid 19 or other contagious/infectious diseases.
24. Any other duties associated with the position.

Job Requirements

• Diploma in Human Resource Management.
• Certificate in Industrial Relations and Employment Law is a definite asset Diploma
• At least Five years’ experience in a Human Resource Department with responsibility for recruitment
• Proficient in Micro Soft Office suite applications.
• A relevant combination of tertiary education and work experience will also be considered.

Job Competencies

• Excellent work ethics.
• An appreciation for adherence to policy and procedure.
• Demonstrated appreciation for the concept of teamwork.
• The ability to multi- task, prioritize and organizing skills.
• Excellent communication skills, oral and written.

Job Ref: KG/JC