Hr And Admin Officer

1. ROLE SUMMARY

The Admin/HR Officer will serve as the backbone of Oceansmall’s daily operations, ensuring the office runs smoothly, people feel supported, HR processes are followed, and administrative systems are kept sharp and organized.

2. KEY RESPONSIBILITIES

A. HUMAN RESOURCE RESPONSIBILITIES

Support recruitment activities including job posting, CV screening, scheduling interviews, and preparing documentation.

Coordinate pre-boarding and onboarding activities in line with Oceansmall’s onboarding checklist.

Maintain employee checklists, orientation forms, and probation tracking.

Maintain accurate and up-to-date employee files (general and sensitive), separating them according to policy.

Ensure confidentiality and controlled access to all HR documents.

Update HR databases, records, registers, and trackers regularly.

Track probation periods and coordinate assessments and extensions.

Support performance management cycles including scheduling reviews, filing appraisal forms, and following up with managers.

Serve as a first point of contact for staff queries and HR-related concerns.

Support grievance and disciplinary processes by preparing documentation and scheduling meetings.

Ensure staff adherence to company policies and HR procedures.

Maintain leave schedules, sick reports, and attendance records.

Ensure compliance with annual leave, sick leave, and absence policies.

ADMINISTRATIVE RESPONSIBILITIES

Oversee day-to-day office operations, ensuring a clean, functional, and organized workspace.

Manage office supplies, equipment, and stationery; track usage and prepare procurement requests.

Handle official correspondence, memos, letters, and other administrative communication.

Maintain well-organized filing systems both digital and physical.

Ensure proper filing of receipts, invoices, contracts, procurement documents, and vendor information.

Support procurement processes by gathering quotations, preparing requisition forms, and verifying deliveries.

Coordinate drivers, errands, deliveries, and office logistics.

Track company assets including laptops, phones, tools, and office equipment.

Schedule internal meetings, take minutes, and track action items.

Support planning of trainings, events, and staff activities.

Liaise with suppliers, contractors, and service providers.

3. KEY PERFORMANCE INDICATORS (KPIs)

HR Records Accuracy: 100% updated and correctly filed employee records.

Onboarding Efficiency: All new hires onboarded using the Oceansmall pre-boarding checklist and within timelines.

Leave & Attendance Tracking: Zero discrepancies in attendance and leave records monthly.

Office Operations: Availability of supplies; timely resolution of office issues.

Document Turnaround Time: All memos, letters, and reports prepared within stipulated timelines.

Compliance: Full adherence to HR policies, disciplinary procedures, and data privacy guidelines.

Smooth driver scheduling and delivery management.

To Apply send your CV to hr.om687@gmail.com

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