Purpose
- The role plays a key part in ensuring smooth HR operations and fostering a positive organizational culture.
Qualifications
- A Degree or National Diploma in Human Resources Management/ Industrial and Organisational Psychology. Post Graduate Qualification in HR will serve as an added advantage.
- HR-related certifications (e.g., HR Management Certification, CIPD) will be an advantage
Knowledge
- Knowledge and understanding of HR Prescripts.
- Relevant Legislation - Labour Relations Act, Basic Conditions of Employment Act and Employment Equity Act.
- Individual must be able to work with and communicate with all levels of employees up to senior and executive level.
- Be a self-starter and can work independently.
Experience
- Minimum of (2-3) years of experience in an administrative or HR support role.
- Experience with HRIS (Human Resource Information Systems) or payroll systems is preferred.
Duties and Responsibilities
Human Capital (HC) Administration
Employee Records Management:
- Administering HC documentation, including contracts, performance reviews, and disciplinary records.
- Maintain and update employee records, ensuring accuracy and confidentiality.
- Ensuring the relevant HC database is up to date, accurate and complies with legislation.
- Organising meetings and taking minutes.
- Assist and Coordinating logistics with employee documentation for onboarding, induction, orientation and training documentations.
- Ensure that all recruitment and selection matters are handled and filed accordingly.
- Setting up documents for recruitment and training events.
- Maintain employee records, including performance, career development, and advancement.
- Updating employees leave records and associated documentation e.g. (Sick notes etc.)
Recruitment and Onboarding Support
- Assist in the recruitment process, including job postings, candidate screening, and interview scheduling.
- Prepare offer letters, contracts, and onboarding documents for new employees.
- Coordinate and assist with new hire orientation and induction programs.
Payroll and Benefits Administration:
- Assist with payroll preparation by collecting and verifying employee data.
- Administer employee benefits programs, such as health insurance, retirement plans, and leave entitlements.
- Process employee reimbursements, allowances, and other benefit-related documentation.
Employee Relations and Support:
- Act as a point of contact for employee queries regarding HR policies, benefits, and procedures.
- Assist in managing employee performance evaluations and documentation of outcomes.
- Support in organizing employee engagement activities and events.
- Taking minutes and scheduling meetings.
Compliance and Reporting:
- Ensure compliance with labour laws, employment regulations, and organizational policies.
- Assist in preparing HR-related reports for management and regulatory bodies.
- Maintain records related to health and safety, training, and any other regulatory requirements.
Training and Development Support:
- Coordinate training programs and workshops, including scheduling, logistics, and tracking attendance.
- Assist in maintaining employee development records and certifications.
HR Systems and Data Management:
- Update and maintain HC databases and employee management systems (e.g., ESS, attendance tracking, leave management).
- Assist with data entry, document filing, and other administrative tasks related to HC operations.
Human Capital Service Delivery
- Ensure that Human Capital information is administered accordingly as per HC Policies and prescripts.
- Coordinate workflows from organisational development.
- Preparation of employees leave report.
- Assist in consolidating Human Capital information for HC metrics and reporting.
- Function independently without direct supervision.
- Deal with staff representatives raised matters.
- Coordinate Employee Assistance Programme events.
General Management Support
- Receive incoming calls and route the calls accordingly.
- Answering or escalating any HC related employee inquiries.
- Keep record of documents to be couriered.
- Provide general administrative support.
- Prepare requisitions as per RFQ’s.
- Ensure proper dairy/ calendar management for all HC activities.
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Qualifications
- Bachelor’s degree in Records Management, Information Science, Library Science, Business Administration,
Knowledge
- Knowledge of records retention schedules, data privacy, and compliance regulations.
- Knowledge of the relevant acts and legislation that govern the registry's operations.
Experience
- Minimum of (4-5) years of experience in records or information management.
- Experience with electronic records management systems and archival processes is preferred.
Duties and Responsibilities
Records Organization and Maintenance:
- Develop, implement, and maintain record-keeping systems for physical and electronic documents.
- Classify, index, and archive records according to established policies and standards.
Compliance and Security:
- Ensure adherence to legal, regulatory, and organizational policies related to records management.
- Implement data security measures to protect sensitive and confidential information.
Archiving and Disposal:
- Monitor and enforce records retention schedules.
- Oversee the secure and authorized disposal of records in accordance with guidelines.
- Processing documents for archiving and disposal, including electronic scanning of files.
- Identifying and retrieving documents and information for users.
- Working with all divisions to transfer and dispose of records.
- Sort and organize agricultural magazines and agricultural pamphlets that need to be disposed.
Access and Retrieval:
- Facilitate the timely and accurate retrieval of records for internal and external stakeholders.
- Manage permissions and access levels to ensure appropriate access to records.
System Management:
- Maintain and optimize electronic records management systems (ERMS) and databases.
- Collaborate with IT to resolve technical issues and ensure system functionality.
Training and Support:
- Provide training and support to staff on records management policies, procedures, and systems.
- Act as a point of contact for records-related inquiries and audits.
Continuous Improvement:
- Identify opportunities for process improvements in records management practices.
- Stay updated on industry best practices, emerging technologies, and changes in legislation.
Coordinating all NAMC records management activities.
- Liaising on regular basis with the Company Secretary, Legal Services, the Office Of the CEO, CFO, All Senior Managers and MANCOM.
- Updating the Records Management Policy and the file plan as and when required.
- Ensure that internal record management procedures are followed for all NAMC incoming and outgoing correspondence.
- Recording of every document to and from the NAMC and update the filing system.
- Keep originals in the registry and make copies of documents to respective recipients.
- Opening and closing files, and file them accordingly.
- Tracing, and retrieving documents and files.
- Ensuring that documents are filed regularly and removing inactive files.
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