HR Office Administrator
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Job Summary
- Maintain accurate and up-to-date personnel files including employment contracts identification documents statutory records leave forms and disciplinary documentation.
- Support recruitment coordination by scheduling interviews coordinating candidate communication collecting references and preparing offer documentation for approval.
- Coordinate new employee onboarding activities including induction schedules workspace preparation equipment arrangements and collection of required employment documentation.
- Monitor employee leave balances attendance records and public holiday observance identifying and reporting discrepancies where necessary.
- Support probation and performance review processes by coordinating schedules and ensuring completion and collection of relevant forms scorecards and documentation.
- Assist with the implementation and communication of HR policies procedures SOPs and employee notices issued by management.
- Act as the first point of contact for employee HR-related queries and escalate matters involving grievances disciplinary action termination or other sensitive employee relations issues.
- Liaise with relevant statutory authorities including NSSF WCF and Labour Offices regarding routine filings inspections and administrative requirements.
- Manage the day-to-day administration of the office including office supplies utilities maintenance requirements and coordination with service providers and vendors.
- Handle incoming calls visitors correspondence courier services and postal requirements in a professional and timely manner.
- Coordinate meeting arrangements and logistics for management visiting directors employees and staff from other company locations.
- Maintain organised physical and digital office filing systems in accordance with established document control and numbering standards.
- Support basic procurement activities including sourcing quotations preparing purchase requests tracking orders and following up on deliveries for office and site requirements.
- Maintain confidentiality and ensure sensitive employee and company information is handled securely and professionally.
- Provide accurate administrative and HR updates to the remotely based HR Manager and local management.
- Coordinate with local directors on matters requiring on-site presence approval signatures or immediate local intervention.
- Identify routine administrative and HR issues independently resolve matters within the scope of the role and escalate sensitive or legally material matters appropriately.
- Support the effective coordination of HR and office administration activities to ensure smooth day-to-day business operations.
- Diploma or Bachelors degree in Human Resources Business Administration or a related field.
- Minimum of 3 years of relevant experience in HR administration office administration HR generalist support or a similar administrative role with 35 years of experience preferred.
- Previous experience working within Tanzania and familiarity with local HR and administrative practices is highly desirable.
- Working knowledge of mainland Tanzania employment and labour regulations is an advantage.
- Strong understanding of HR administration employee records management recruitment coordination onboarding leave administration and general office administration.
- Familiarity with statutory requirements and processes involving institutions such as NSSF WCF and Labour Offices is an advantage.
- Fluent in both English and Swahili with strong written and verbal communication skills.
- Proficiency in Microsoft Word and Excel with the ability and willingness to learn HR payroll or other administrative systems.
- Strong organisational and administrative skills with excellent attention to detail and accuracy.
- Ability to work independently prioritise tasks effectively and exercise sound judgement when handling routine matters.
- Strong communication and interpersonal skills with the ability to interact professionally with employees management vendors visitors and external stakeholders.
- High level of integrity discretion and confidentiality when handling sensitive employee and company information.
- Strong problem-solving and decision-making abilities with the judgement to identify matters requiring escalation.
- Excellent planning coordination and time management skills with the ability to manage multiple administrative and HR priorities simultaneously.
- Professional proactive dependable and service-oriented approach to HR and office administration.
- Ability to work effectively with a remote reporting structure while maintaining strong coordination with local management and stakeholders.
Required Skills:
Diploma or Bachelors degree in Human Resources Business Administration or a related field. Minimum of 3 years of relevant experience in HR administration office administration HR generalist support or a similar administrative role with 35 years of experience preferred. Previous experience working within Tanzania and familiarity with local HR and administrative practices is highly desirable. Working knowledge of mainland Tanzania employment and labour regulations is an advantage. Strong understanding of HR administration employee records management recruitment coordination onboarding leave administration and general office administration. Familiarity with statutory requirements and processes involving institutions such as NSSF WCF and Labour Offices is an advantage. Fluent in both English and Swahili with strong written and verbal communication skills. Proficiency in Microsoft Word and Excel with the ability and willingness to learn HR payroll or other administrative systems. Strong organisational and administrative skills with excellent attention to detail and accuracy. Ability to work independently prioritise tasks effectively and exercise sound judgement when handling routine matters. Strong communication and interpersonal skills with the ability to interact professionally with employees management vendors visitors and external stakeholders. High level of integrity discretion and confidentiality when handling sensitive employee and company information. Strong problem-solving and decision-making abilities with the judgement to identify matters requiring escalation. Excellent planning coordination and time management skills with the ability to manage multiple administrative and HR priorities simultaneously. Professional proactive dependable and service-oriented approach to HR and office administration. Ability to work effectively with a remote reporting structure while maintaining strong coordination with local management and stakeholders.
