Essential duties

• Systematically update and secure all employee files, ensuring accuracy and confidentiality in handling sensitive information. Effectively communicate with external vendors, such as brokers, to manage employee benefits and promptly resolve any inquiries.
• Respond promptly and accurately to employee queries regarding HR-related issues, fostering a supportive and open environment for communication.
  Provide relevant employee information, such as leaves of absence, sick days, and work schedules, ensuring payroll accuracy.
• Maintain accurate records of compensation details and adjustments for all employees, ensuring compliance with company policies.
  Collect and process expense forms related to HR activities, ensuring compliance with company policies and timely reimbursements.
• Collaborate in organizing HR-related projects, such as job fairs and recruitment events, ensuring all logistical aspects are effectively managed.
  Print and distribute payslips for operational employees who do not have computer access, ensuring proper handling and confidentiality throughout the process.
• Notify relevant managers and administrators when payslips are ready, facilitating seamless distribution within their respective departments.
  Manage requests for confirmation of employment letters, verifying employment information through contact with the payroll department, and extracting necessary details to issue the letters accurately.
• Compile lists of attendees based on the training sessions and communicate details to participants.
• Be present during training sessions to assist with any immediate needs, answer queries, and facilitate smooth execution.
• Advertise vacancies on Moov’Up system or through a recruitment agency.
  Screen incoming CVs to match candidates with the requirements of the role.
  Develop a matrix for managers to facilitate comparison of candidates’ qualifications and experiences.
• Coordinate interview scheduling based on managers’ preferences, confirming dates and times with candidates.
• Coordinate necessary checks, including criminal, qualification, and credit checks, following the completion of interviews.
• Send pre-arrival emails to new hires detailing required documents and information needed for their first day.
  Capture new employees’ information in Master data systems 

Essential Duties (continued)

• Prepare necessary IT setups, including AD accounts and SAP setups.
• Organizes a two-day induction program for new hires, including setting agendas, liaising with presenters, and arranging logistics (eg, lunch vouchers).
• Process resignation notices, notifying relevant stakeholders of last working days.
• Coordinate termination documents, exit interviews, and relevant paperwork for employees leaving the organization.
• Consolidate information from exit interviews to identify trends and reasons for employee turnover, ensuring anonymity in reporting
• Collaborate with departmental managers to compile and prepare necessary HR reports on performance metrics, turnover rates, and training outcomes.
• Collect data from various HR systems and databases to support report generation, ensuring accuracy and completeness.
• Create monthly, quarterly, and annual HR metrics reports for management review, summarizing key performance indicators (KPIs) and trends.
• Gather and prepare all necessary documentation for internal and external audits, such as BEE and PACI audits.
• Ensure that documents are accurately filed both manually and electronically, paying particular attention to the payroll folder for SAGE integration.
• Collect and archive files for employees who leave the organization, labeling boxes and maintaining an Excel spreadsheet of contents for confidentiality and tracking.
• Record and store disciplinary information on spreadsheets, maintaining an up-to-date disciplinary tracker for all employees, organized by team.
• Vendor setup and Invoice management
• Apply kaizen mindset to identify and follow-up on opportunities for improvement, including conducting root cause analyzes to ensure problems do not recur     
• Role model leadership behaviors, values ​​and equal opportunities and diversity in daily interactions with colleagues at all levels.
• Act in an ethical, transparent and morally defensible manner, including highlighting unethical practices

Experiential and Educational requirements:

• Matric,
• HR Diploma or HR Degree (preferred)
• Minimum 2 years related HR Admin experience.