HR & Administrative Officer

The HR & Administrative Officer is responsible for supporting the effective delivery of HR and administrative functions in Tanzania. The role involves managing employee records, supporting payroll and recruitment processes, coordinating HR activities, maintaining compliance with local labour laws and company policies, and ensuring the smooth day-to-day administration of the office. The position also supports regional HR initiatives and works closely with the Regional HR Manager and Country Manager to ensure HR and administrative processes are completed accurately, confidentially, and within required timelines.

KEY RESPONSIBILITIES:

A. HUMAN RESOURCES:

1. Employee Records Management;

• Maintain accurate, complete, and up-to-date employee files, including contracts, letters, performance reviews, and other HR documentation.
• Ensure confidentiality and proper handling of employee information in accordance with company policies.
• Follow up on outstanding or missing employee documentation and ensure records are completed and updated within the required timelines.

2. Leave & Attendance Management;

• Track and manage employee leave requests, sick leave, and absenteeism records.
• Ensure timely submission and processing of leave forms and medical certificates.
• Maintain accurate attendance records and communicate any discrepancies to the relevant management.

3. HR Documentation & Follow-Up;

• Assist in preparing HR documents, including employment contracts, offer letters, confirmation letters, and other official HR correspondence.
• Follow up on pending HR matters, including contract renewals, probation evaluations, and offboarding processes.
• Coordinate exit interviews, final settlements, and other required employee separation documentation.
• Take ownership of tracking HR processes and pending actions to ensure timely and accurate completion.

4. Payroll & Benefits Support;

• Collect, verify, and organize information required for payroll processing.
• Ensure accurate payroll inputs relating to leave, overtime, salary adjustments, and other employee changes.
• Support country payroll processing by ensuring all payroll inputs are complete, accurate, and submitted within the required timelines.
• Assist in responding to and resolving payroll-related queries and discrepancies.

 5. Recruitment Support;

• Support recruitment activities, including advertising vacancies, scheduling interviews, coordinating candidate communication, and liaising with recruitment agencies.
• Provide administrative support throughout the recruitment and on boarding process.

6. Employee Relations;

• Serve as a point of contact for employees on HR policies, procedures, and general HR-related queries.
• Assist in addressing employee concerns and escalate complex or sensitive matters to HR management when necessary.

7. Compliance & HR Reporting;

• Support compliance with applicable Tanzanian labour laws, regulations, and company policies.
• Maintain accurate HR records and documentation required for compliance purposes.
• Prepare regular HR reports and analytics for the Country Manager and Regional HR Management.

8. HR Policies & Projects;

• Support the planning and implementation of in-country and regional HR initiatives.
• Assist with training programmes, employee engagement activities, and performance management processes.
• Support the review and periodic updating of HR policies and procedures by gathering relevant information, coordinating documentation, and assisting with the implementation and communication of approved changes.

B. ADMINISTRATION:

1. Office Management;

• Oversee office cleanliness by managing the cleaner's schedule, duties, and performance.
• Ensure adequate availability of office supplies and coordinate procurement when required.
• Monitor the maintenance of office equipment, including printers, telephones, and other office facilities.
• Coordinate repairs and maintenance services when necessary.

2. Travel & Hotel Bookings;

• Coordinate flight, accommodation, and other travel arrangements for staff and visitors as required.
• Ensure travel arrangements comply with company policies and are made in a timely and cost-effective manner.

3. General Administrative Support;

• Provide general administrative support, including filing, scanning, photocopying, and organizing office documentation.
• Support the coordination of meetings, office events, and other administrative activities.
• Maintain an organized and efficient office environment.

4. Vendor & Utility Management;

• Liaise with service providers and vendors for office-related services, including utilities, cleaning, internet, security, and maintenance.
• Monitor service contracts and ensure timely renewals where required.
• Coordinate and follow up on the timely payment of utility bills and other office-related expenses.

5. Office Budgeting & Expense Management;

• Track office-related expenses and maintain accurate records.
• Prepare reports on office expenditure as required.
• Support budget planning for office supplies, travel, and other administrative costs.
• Monitor expenditure against approved budgets and highlight any significant variances.

QUALIFICATIONS, SKILLS & EXPERIENCE:

Qualifications;Academic;

• Bachelor's degree in Human Resources, Business Administration, or a related field.

Professional Experience;

• 4–5 years of relevant experience in HR and Administration, preferably within a multi-country or international organization.
• Practical experience in HR administration, employee records, payroll support, recruitment, employee relations, and office administration.

Technical Skills;

• Proficiency in HR and payroll systems, including HRIS and/or ATS platforms.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, and PowerPoint.
• Good knowledge of HR practices and applicable labour laws and regulations in Tanzania and the region.

Core Competencies;

• Strong organizational and multitasking abilities.
• High level of accountability, reliability, and attention to detail.
• Strong communication and interpersonal skills.
• Ability to handle sensitive and confidential information with discretion.
• Strong follow-up, coordination, and problem-solving skills.
• Ability to work independently while effectively collaborating with regional and country teams.
• Fluency in both written and spoken English and Swahili.