ADMIN & HR OFFICER

We are looking for a proactive, organised and detail-oriented HR & Administration Officer to join our team and support the smooth and efficient management of both Human Resources and general administrative activities.

The HR & Administration Officer will be responsible for a broad range of HR operational activities, including employee administration, payroll preparation, leave and attendance management, timesheets, recruitment, onboarding, probation follow-up, employee benefits and offboarding, while also coordinating key office and administrative activities.

The successful candidate should be hands-on, autonomous, highly organised and solution-oriented, with the ability to manage multiple priorities and work effectively with employees, managers, suppliers and external service providers.

The role requires someone who can take ownership of responsibilities from start to completion, proactively follow up on outstanding matters and maintain a high level of accuracy, confidentiality and professionalism.

KEY RESPONSIBILITIES

HR Administration & Employee Records

• Manage day-to-day HR administrative activities.
• Maintain accurate and up-to-date employee files, records and HR databases.
• Prepare employment contracts, amendments, HR letters, certificates and other employee-related documentation.
• Ensure employee information is accurately recorded and regularly updated in the HR system.
• Maintain proper electronic and physical filing of HR documentation.
• Follow up with employees regarding outstanding information or documentation.
• Ensure HR documents are properly completed, approved, signed and archived.
• Prepare standard HR correspondence and employee communications.
• Maintain HR trackers and ensure timely follow-up of outstanding actions.

Payroll Administration

• Assist with the preparation and coordination of monthly payroll.
• Collect, consolidate and verify payroll inputs, including attendance, leave, overtime, allowances, deductions and other payroll-related information.
• Ensure changes relating to new joiners, leavers, salary adjustments and employee benefits are properly recorded.
• Perform preliminary payroll checks and identify potential discrepancies.
• Maintain payroll documentation and supporting records.
• Respond to routine employee queries regarding payroll and payslips.
• Coordinate payroll-related follow-ups with relevant internal and external stakeholders.

Leave, Attendance & Timesheets

• Monitor employee attendance, leave and timesheet records.
• Ensure leave requests and absences are properly recorded in the HR system.
• Follow up with employees and managers regarding missing or incomplete timesheets.
• Monitor leave balances and identify discrepancies.
• Support monthly attendance and timesheet closing activities.
• Prepare attendance, absence and leave information when required.

Recruitment & Onboarding

• Coordinate the administrative aspects of the recruitment process.
• Publish job advertisements on appropriate recruitment platforms.
• Receive, review and organise candidate applications.
• Conduct initial CV screening against defined requirements where required.
• Coordinate interviews between candidates, HR and Hiring Managers.
• Communicate with candidates throughout the recruitment process.
• Maintain accurate recruitment trackers and candidate records.
• Assist with reference and background checks where applicable.
• Prepare offer-related documentation.
• Collect and verify pre-employment documentation.
• Coordinate onboarding arrangements with relevant departments, including IT access, equipment and workspace.
• Create and update employee records in HR systems.
• Coordinate induction activities and onboarding meetings.
• Ensure onboarding checklists are completed and outstanding actions are followed up.

Probation & Employee Lifecycle

• Maintain and monitor the employee probation calendar.
• Send timely reminders to managers regarding upcoming probation evaluations.
• Follow up on completed evaluations and required documentation.
• Prepare probation confirmation, extension or related documentation.
• Maintain accurate records of employee changes, including transfers, promotions, salary changes and other lifecycle events.
• Ensure HR systems and employee files reflect all approved changes.

Offboarding

• Coordinate administrative activities relating to employee departures.
• Prepare resignation acknowledgements and exit documentation.
• Coordinate employee clearance with relevant departments.
• Follow up on the return of company equipment and closure of system access.
• Update employee records and HR systems.
• Prepare information required for final payroll and final settlement.
• Coordinate exit interviews and related documentation where required.

Employee Benefits

• Assist with the administration of employee benefits, including medical insurance, pension schemes and other company benefits.
• Process employee additions, removals and changes with benefit providers.
• Maintain accurate and updated benefit records.
• Follow up with external providers when required.
• Assist employees with routine queries regarding their benefits.

ADMINISTRATION & OFFICE MANAGEMENT

General Administration

• Coordinate day-to-day office administrative activities and ensure the smooth functioning of the workplace.
• Manage general office correspondence, documentation and administrative records.
• Maintain organised electronic and physical filing systems.
• Coordinate administrative requests from employees and departments.
• Prepare letters, reports, presentations and other administrative documents as required.
• Maintain administrative trackers and follow up on pending actions.
• Provide general administrative support to Management when required.

Office & Facilities Coordination

• Monitor office requirements and ensure that the workplace remains properly organised and functional.
• Coordinate maintenance, repairs and other office-related interventions with suppliers or service providers.
• Monitor office supplies, stationery and other consumables and arrange replenishment when required.
• Coordinate office equipment requirements and liaise with relevant suppliers.
• Follow up on issues relating to utilities, facilities and general office services.
• Coordinate access arrangements, office keys, badges and other workplace requirements where applicable.
• Support office moves, workspace arrangements and other facilities-related activities.

Suppliers, Purchasing & Service Providers

• Liaise with suppliers and external service providers for administrative requirements.
• Request and compare quotations when required.
• Coordinate purchase requests and orders in accordance with internal procedures.
• Follow up on deliveries, services and outstanding supplier matters.
• Verify invoices and supporting documentation before submitting them for approval/payment.
• Maintain supplier documentation, contracts and administrative records.
• Monitor renewal dates for recurring services and contracts.

Travel, Meetings & Logistics

• Assist with business travel arrangements when required, including flights, accommodation, transport and related logistics.
• Coordinate meeting rooms and logistical arrangements for internal and external meetings.
• Support the organisation of company events, employee activities, training sessions and other corporate initiatives.
• Coordinate catering, transportation and other logistical requirements where necessary.
• Assist with arrangements for visitors and external stakeholders.

HR REPORTING, COMPLIANCE & PROCESS IMPROVEMENT

• Maintain HR and administrative trackers, databases and dashboards.
• Assist in preparing monthly HR reports, headcount information and employee statistics.
• Monitor HR and administrative deadlines and ensure required actions are completed on time.
• Prepare documentation required for internal or external audits.
• Assist with statutory and regulatory HR administration where applicable.
• Ensure employee and company information is handled in accordance with confidentiality and data protection requirements.
• Identify opportunities to simplify and improve recurring HR and administrative processes.

AI & Digital Tools

• Effectively use AI-powered and digital tools to improve productivity and efficiency.
• Use AI tools, where appropriate, to assist with drafting communications, documents, job descriptions, reports, presentations and administrative materials.
• Use digital tools to support research, reporting, data analysis and administrative activities.
• Identify opportunities to automate repetitive HR and administrative tasks.
• Demonstrate curiosity and willingness to learn and adopt new technologies.
• Use AI responsibly and professionally, ensuring that confidential employee and company information is protected.
• Review and validate AI-generated content before use.

MINIMUM QUALIFICATIONS & EXPERIENCE

• Degree in Human Resources Management, Business Administration, Management or a related field.
• Minimum 3 years of relevant professional experience, preferably in an HR & Administration, HR Officer, HR Administrator or similar role.
• Solid hands-on experience in HR administration and employee lifecycle management.
• Practical experience in payroll preparation, leave management, attendance and timesheet administration.
• Experience in recruitment, onboarding and offboarding.
• Experience handling general office administration and coordinating with external service providers.
• Good understanding of HR policies, procedures and employment-related administrative requirements.
• Strong proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Experience working with an HRIS or HR management system.
• Comfortable using AI-powered and digital tools to improve productivity, communication, reporting and administrative processes.
• Excellent written and verbal communication skills in English and French.
• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently, proactively and with minimal supervision.
• High level of confidentiality, integrity and discretion.

DESIRED PROFILE

The ideal candidate should be:

• Proactive and hands-on – takes initiative and follows through without requiring constant reminders.
• Highly organised – capable of managing multiple HR and administrative responsibilities simultaneously.
• Detail-oriented – particularly when dealing with payroll, contracts, employee information, invoices and administrative documentation.
• Autonomous – able to take ownership of responsibilities from start to completion.
• Reliable and accountable – consistently delivers accurate work within agreed deadlines.
• Digitally confident – comfortable working with HR systems, Excel, AI tools and new technologies.
• Solution-oriented – able to identify issues and propose practical solutions.
• Service-oriented – professional and responsive when dealing with employees, managers, suppliers and external stakeholders.
• A strong communicator – able to communicate clearly and professionally in both English and French.
• Discreet and trustworthy – demonstrates sound judgement when handling confidential and sensitive information.
• Flexible and adaptable – comfortable switching between HR and administrative priorities.
• Curious and willing to learn – interested in continuously improving processes and ways of working.