Human Resource Assistant at Adept Systems

The Human Resources Assistant will provide administrative support to the HR team and assist with essential HR functions. Key responsibilities include coordinating recruitment processes, managing documentation, and maintaining both physical and electronic HR records—including scanning and uploading files for digital storage. The role also involves preparing payroll data, submitting it to the Head of HR for approval, and forwarding it to the Payroll Accountant for processing. Additionally, the assistant will monitor attendance using biometric systems, generate and share attendance reports with clients, track employee leave, and capture and update accurate HR data for the preparation of monthly reports to be submitted to the Head of HR.

Duties and Responsibilities

Recruitment and onboarding facilitation

• Assist with recruitment tasks: process recruitment requisitions, draft job adverts, review Job Descriptions in close liaison with recruiting managers.
• Facilitate posting of job advertisements on career websites, university boards, and other appropriate venues.
• Pull CVs from the recruitment e-mail address and shave in the shared recruitment folder.
• Review, perform basic reference checks (initial HR Snap interviews), and share screened CVs for shortlisting with the recruiting line managers
• Schedule and facilitate interviews, communicate interview results to candidates.
• Facilitate the on boarding process by coordinating with other departments to ensure all procedural requirements are executed and fulfilled.

HR Administrative Functions

• Provide clerical and administrative support to the HR team as assigned.
• Coordinate logistics for HR events and meetings.
• Facilitate management-employee communication; take minutes during HR / administration meetings, disciplinary sessions, performance reviews, trainings sessions etc.
• Assist in documenting performance evaluations, disciplinary actions, and employee achievements etc.
• Maintain the departmental email account and answer frequently asked questions from employees concerning standard policies, benefits, hiring processes, complaints in a timely and professional manner and refer more complex questions to higher-level HR staff.
• Track employee attendance and leaves, liaise with line managers and share updates.
• Coordinate and schedule training sessions for employees as instructed/ scheduled.
• Track participation and completion of compliance training to ensure all employees are up to date with their training requirements.
• Assist with payroll data processing and documentation.

Employee Documentation and Records Management:

• Create and maintain physical and electronic employee records, ensuring they are complete, accurate, and up to date.
• Record changes in employee status, such as promotions, transfers, and terminations.
• Ensure employees sign and return all necessary documents.
• Update employee records to reflect changes in personal information, job title, salary, or benefits.
• Ensure all required documents are collected, filed, and retained according to legal standards.
• Ensure records are stored securely and confidentially, in compliance with data protection regulations.
• Retrieve HR records as requested and approved.
• Assist in preparing and distributing employment contracts, offer letters, and other employment-related agreements.
• Assist process employee terminations, including preparing termination letters and finalizing paperwork.
• Maintain the integrity and confidentiality of human resources files and records.

 HR Compliance Functions:

• Serve as a point of contact for employees’ compliance-related queries, such as questions about labor laws, company policies, or ethical conduct guidelines.
• Facilitate communication between employees and HR to address and resolve compliance issues.
• Assist in the implementation and monitoring of HR policies and procedures.
• Assist with the monitoring of the company's HR compliance.
• Maintain awareness of the company’s HR policies.
• Ensure compliance with as well as communicating all updates to employees HR policies, procedures, and regulations.
• Stay informed about changes in employment laws and regulations that affect the company.
• Assist HR managers in reviewing and updating company policies and practices to align with new legal requirements.
• Support HR and compliance audits by gathering necessary documentation and assisting with onsite audit activities.
• Follow up on audit findings to help implement recommended changes and improvements.

Payroll Support

• Initiate communication and liaise communicating with accountants across the Group of Companies for submission of payroll updates as per payroll preparation schedule.
• Input and maintain employee data in the payroll system, including new hires, terminations, changes in salary, and deductions.
• Collect and review Biometrics (timecards/ timesheets) to accurately gather, calculate and document hours worked by employees as well absence hours.
• Assist address discrepancies and resolve issues related to time and attendance.
• Maintain and compile accurate and up-to-date payroll data and records as per payroll input received records, including employee earnings, deductions, etc in the agreed upon payroll changes sheet for Head of HR approval for payroll processing.
• Process and update payroll changes, such as updates to employee information and salary adjustments.
• Ensure accuracy and completeness of data to avoid errors in payroll calculations.
• Generating payroll reports as needed for HR and accounting purposes.
• Respond to employee inquiries regarding payroll issues, including paychecks, deductions, and taxes.

Report & Reports

• Track, compile, maintain and share HR data for the various HR processes for HR reports and reporting purposes.
• Collect and compile HR data from various sources such as employee records, payroll reports, and performance evaluations etc.
• Ensure the accuracy and completeness of the data collected.
• Assist in analysing HR data to identify trends, patterns, and areas for improvement.
• Customize reports to meet the specific needs of HR managers and executives.
• Generate standard HR reports such as headcount reports, turnover reports, and training reports and share with the relevant authorities as requested and approved.

Job Qualifications

• Higher National Diploma/ bachelor’s degree in human resources, Social Sciences, or equivalent from a recognized university is a desirable.
• Knowledge of labour laws and government regulations that concern workplaces and employment matters.
• Thorough understanding of human resource practices and industry trends.
• IHRM membership is a desirable.
• At least three (3) years of experience handling HR processes.
• Minimum 1 year of hands-on work experience in any HRMIS