HR & Administration Officer

Key Responsibilities:

Human Resources

• Maintain accurate and up-to-date employee personnel files and HR records.
• Assist with recruitment and selection processes, including:
• Preparing job advertisements.
• Screening CVs.
• Shortlisting candidates.
• Arranging interviews.
• Conducting or assisting with interviews.
• Preparing interview documentation.
• Communicating with candidates.
• Prepare employment contracts, offer letters and other HR documentation.
• Facilitate employee onboarding and induction.
• Ensure new employees provide all required employment documentation.
• Maintain employee information and HR databases.
• Monitor employee attendance and punctuality.
• Manage and monitor employee leave applications and records.
• Assist with payroll preparation by providing accurate employee information, attendance, leave and other relevant payroll inputs.
• Assist with employee queries relating to HR policies, procedures, leave, attendance and employment conditions.
• Assist management with disciplinary and grievance processes.
• Prepare disciplinary notices, written warnings and related documentation when required.
• Maintain confidential disciplinary and employee records.
• Assist with performance management and employee evaluations.
• Assist management with employee relations matters.
• Monitor compliance with company HR policies and procedures.
• Assist with UIF, COIDA and other statutory HR administration where applicable.
• Ensure HR practices are aligned with applicable South African labour legislation.

Administration

• Perform general office administration and maintain an organised office environment.
• Prepare letters, notices, reports, spreadsheets and other company documents.
• Maintain electronic and physical filing systems.
• Manage confidential company and employee documentation.
• Assist with procurement and ordering of office supplies.
• Maintain records of company assets, equipment and office supplies.
• Assist management with administrative projects and operational requirements.
• Prepare meeting documents, attendance registers and minutes where required.
• Coordinate internal communications and notices.
• Assist with maintaining company databases and administrative systems.
• Manage correspondence, emails and HR-related communication.
• Ensure documents are properly filed and readily accessible when required.

Employee Attendance & Leave Administration

• Monitor daily employee attendance.
• Maintain attendance registers and clock-in/clock-out records.
• Monitor late arrivals, early departures and unauthorised absences.
• Ensure employees follow the company’s leave application procedure
• Verify supporting documentation for sick leave and other applicable leave.
• Follow up on outstanding leave applications and supporting documents.
• Report attendance concerns to management.
• Maintain accurate monthly attendance information for payroll purposes.

Recruitment & Onboarding

• Identify recruitment requirements with management.
• Prepare and publish vacancies.
• Screen and shortlist candidates.
• Schedule and coordinate interviews.
• Prepare interview questionnaires and evaluation forms.
• Conduct reference and background checks where authorised.
• Prepare employment offers and contracts.
• Coordinate pre-employment documentation.
• Conduct or assist with employee induction.
• Ensure new employees understand company rules, procedures and working conditions.

Employee Relations & Discipline

• Assist supervisors and management with employee relations matters.
• Ensure disciplinary procedures are properly documented.
• Prepare disciplinary notices and related HR documentation.
• Maintain records of warnings and disciplinary hearings.
• Coordinate disciplinary hearings when required.
• Liaise with independent chairpersons or other external service providers where necessary.
• Maintain confidentiality throughout employee relations processes.
• Assist management in ensuring consistent application of company policies.

Compliance & Records

• Maintain accurate and confidential personnel records.
• Ensure employment documentation is properly completed and filed.
• Assist with compliance with the Basic Conditions of Employment Act, Labour Relations Act, Employment Equity Act and other applicable legislation.
• Assist with maintaining records required for labour inspections and audits.
• Ensure company HR policies and procedures are properly communicated to employees.
• Escalate potential compliance risks to management.

Required Qualifications & Experience

Minimum Requirements

• Grade 12 / Matric.
• HR, Human Resources Management, Business Administration or related qualification is preferred.
• At least 1–2 years’ experience in HR and/or administration.
• Experience in recruitment and employee administration.
• Computer literacy, particularly Microsoft Word and Excel.
• Good written and verbal communication skills.
• Good organisational and record-keeping skills.

Advantageous

• HR-related diploma or degree.
• Experience in logistics, courier, transport, warehousing or a similar operational environment.
• Knowledge of South African labour legislation.
• Experience with payroll or attendance systems.
• Experience handling disciplinary and employee relations matters.
• Experience with HR information systems.

Skills & Competencies 

The successful candidate should demonstrate:

• Strong organisational skills.
• Excellent attention to detail.
• Good communication skills.
• Professional interpersonal skills.
• Ability to maintain confidentiality.
• Ability to work independently.
• Ability to work under pressure.
• Good problem-solving skills.
• Strong administrative skills.
• Good time-management skills.
• Accuracy and reliability.
• Computer literacy.
• Ability to deal professionally with employees, management and external parties.

Key Performance Expectations (KPEs)

Performance will be assessed against the following areas:

• Accurate and up-to-date employee records.
• Effective recruitment and onboarding.
• Accurate attendance and leave administration
• Timely preparation of HR documentation.
• Effective support of disciplinary and employee-relations processes.
• Accurate payroll inputs and HR information.
• Compliance with company policies and applicable legislation.
• Confidentiality and proper handling of employee information.
• Efficient general administration.
• Quality and timeliness of HR reports and administrative work.

 Authority & Responsibility:

The HR & Administration Officer is responsible for carrying out assigned HR and administrative duties and escalating matters requiring management approval or decision- making. The position does not independently make final decisions on employment termination, salary adjustments, disciplinary outcomes or other matters reserved for management unless specifically authorised.

Working Relationship

The position will work closely with:

• General Manager
• Operations Manager
• Supervisors and Team Leaders
• Employees
• Candidates and job applicants
• Payroll/accounting personnel
• External HR and labour-relations service providers
• Government and statutory bodies where applicable

General: The employee may be required to perform additional reasonable duties related to HR, administration and company operations as directed by management. This job description may be reviewed and amended from time to time according to the operational requirements of Spidex Express.

Location: Tema

Salary: Attractive