HR Coordinator – Field & Activations at Publicis Groupe

Job Purpose:

• The HR Co-ordinator – Field & Activations plays a vital support role in the delivery of comprehensive HR services to our dynamic Field & Activations business unit within Publicis Groupe Africa.
• This position is critical in ensuring the efficient administration of HR processes, providing seamless support to employees and managers, and contributing to a positive employee experience across various operational sites and projects. The incumbent will be a key point of contact for HR-related queries, focusing on the unique needs and fast-paced nature of field and activation teams.

Key Responsibilities:
HR Administration & Operations Support:

• Onboarding & Offboarding: Coordinate all administrative aspects of the employee lifecycle, including preparing offer letters, onboarding documentation, conducting HR inductions, and managing offboarding processes (e.g., exit interviews, final payment documentation).
• Employee Record Management: Maintain accurate and up-to-date employee records, both physical and digital, in the HRIS/HRM system (e.g., Workday, SAP SuccessFactors) ensuring data integrity and compliance with POPIA.
• Leave Management: Administer and track all types of leave (annual, sick, family responsibility, etc.), ensuring compliance with company policy and South African labour legislation.
• Benefits Administration Support: Assist with the administration of employee benefits programs (e.g., medical aid, provident fund, group risk benefits), including enrollment, changes, and queries, liaising with providers as needed.
• Payroll Input Support: Prepare and submit accurate payroll inputs (e.g., new hires, terminations, changes in salary/benefits, overtime, allowances) to the payroll department on a timely basis.
• Compliance & Policy Adherence: Assist in ensuring all HR practices comply with Publicis Groupe Africa policies and relevant South African labour laws (e.g., BCEA, LRA, EE Act, POPIA).

Employee Relations & Support for Field Teams:

• First Point of Contact: Serve as the primary HR contact for general employee queries from the Field & Activations teams, providing accurate information or escalating complex issues to the HR Business Partner.
• Employee Welfare: Offer empathetic support and guidance to field employees on HR policies, procedures, and basic employee relations matters.
• HR Communication: Assist in disseminating important HR communications, updates, and announcements to the Field & Activations teams effectively.
• Disciplinary & Grievance Support: Provide administrative support in disciplinary and grievance processes, including scheduling meetings, preparing documentation, and accurate record-keeping.

Recruitment Support (for Field & Activations Roles):

• Job Posting Support: Assist with preparing and posting job advertisements for field and activation roles on internal and external platforms.
• Interview Scheduling: Coordinate and schedule interviews between candidates and hiring managers, often managing complex logistics for geographically dispersed teams.
• Candidate Communication: Maintain timely communication with candidates throughout the recruitment process, ensuring a positive candidate experience.

Reporting & Data Management:

• HR Reporting: Generate and compile basic HR reports as required (e.g., headcount, leave trends, recruitment status) to support HR Business Partner insights.
• Data Accuracy: Proactively identify and correct discrepancies in HR data to ensure accuracy and reliability for reporting and decision-making.

General Administrative Support:

• Provide general administrative support to the HR Business Partner and the broader HR team as required.
• Assist with HR-related projects and initiatives.

Key Interfaces:

• Internal: HR Business Partner - Commerce, Field & Activations Management Team, Field & Activations Employees, Payroll Department, Finance Department, Legal Team, Learning & Development.
• External: Candidates, HRIS/Payroll System Providers, Benefits Administrators, Recruitment Agencies (as needed).

Qualifications:

• National Diploma or Bachelor's degree in Human Resources, Business Administration, or a related field.

Experience:

• 1-3 years of proven experience in an HR administrative, coordination, or support role, preferably within a fast-paced environment or for a large, dispersed workforce (e.g., retail, logistics, events, or field-based operations).
• Experience working with an HR Information System (HRIS) or Human Resources Management (HRM) system is essential.
• Familiarity with basic South African labour legislation (e.g., BCEA, LRA) and POPIA.

Additional information

Skills & Competencies:

• Organisational & Time Management: Excellent ability to manage multiple tasks, prioritise effectively, and meet deadlines in a dynamic environment with often urgent requests from field teams.
• Attention to Detail: Meticulous approach to data entry, record-keeping, and document preparation.
• Communication Skills: Clear, concise, and professional written and verbal communication skills, with the ability to interact effectively with a diverse workforce, including remote teams.
• Tech Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with HRIS/HRM systems.
• Problem-Solving: Ability to identify and resolve routine operational HR issues efficiently and accurately.
• Inter-personal Skills: Strong ability to build rapport and communicate effectively and empathetically with employees at all levels.
• Confidentiality: High level of discretion and integrity when handling sensitive employee and company information.
• Adaptability: Ability to adapt to changing priorities and work effectively in a fluid, project-driven environment.

Personal Attributes:

• Service-oriented: Committed to providing excellent support to employees and managers.
• Proactive & Self-motivated: Takes initiative and can work independently while also being a strong team player.
• Patient & Empathetic: Possesses a genuine interest in supporting employees and resolving their concerns.
• Highly organised and detail-focused.
• Resilient: Able to handle the demands of a fast-paced environment and occasional urgent requests.