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- Location
- Ghana
- Type
- Full-time
- Department
- Human Resources
- Source
- PCRecruiter
Description
The Human Resources Assistant provides administrative and operational support for all HR-related activities across departments. The role focuses on recruitment coordination, onboarding, record-keeping, and ensuring that all HR data and processes are accurately managed through ClayHR. The HR Assistant helps maintain consistency in HR operations, supports management and staff, and contributes to a positive and well-organised work environment.
Key Responsibilities: The HR Assistant supports all departments in handling HR functions, ensuring that employee information, recruitment, and administrative processes are efficiently managed in line with company policies and labour regulations. This includes maintaining accurate records in ClayHR, assisting withrecruitment and onboarding, coordinating employee data, and supporting compliance and engagement initiatives.
Working Relationships: The Human Resources Assistant reports directly to the Technical Director. The role works in close coordination with the Training & Development (T&D) Officer to ensure alignment between recruitment, onboarding, performance management, staff development, and training initiatives. This collaboration requires regular information sharing, coordination of schedules, and alignment on employee development priorities to ensure consistency across HR and training functions.
Recruitment & Onboarding:
• Post job advertisements, screen resumes, and coordinate interview scheduling.
• Prepare onboarding materials and ensure all required equipment, logins, and documents are ready before each new hire’s start date.
• Prepare for new hires' onboarding process by creating and updating employee profiles in ClayHR and ensuring all documentation is complete.
• Conduct onboarding and orientation sessions and ensure new hires fully understand company policies and procedures.
Employee Relations:
• Support management in maintaining open communication and positive employee relations.
• Direct employee queries to the appropriate department or member of management when necessary.
• Maintain confidentiality and handle sensitive employee information responsibly.
HR Administration:
• Maintain and update employee records and databases accurately in ClayHR, including personal details, contracts, leave, and performance information.
• Prepare employment letters, confirmation letters, and policy acknowledgements.
• Assist with payroll preparation by submitting and updating employee data on time in ClayHR.
• Ensure all HR documentation and files (digital and hard copy) are well organized and up to date.
Compliance & Policy:
• Ensure all employee records comply with company policies and labour law requirements.
• Ensure company policies are updated when necessary, distribute to the team and track acknowledgements.
• Maintain HR documentation to support audits and compliance checks.
Performance & Training Support:
• Support department leads and management in coordinating employee performance reviews through ClayHR.
• Track and record completed evaluations and follow up on pending submissions.
• Assist in scheduling and tracking training sessions and maintaining training records in ClayHR.
HR Systems (ClayHR):
• Maintain accurate and complete HR data in ClayHR for all employees.
• Record attendance, leave, and time-off requests, and assist in generating routine reports as required.
• Ensure all employee-related actions—recruitment, onboarding, leave, performance, and offboarding—are properly recorded and up to date in ClayHR.
• Generate standard HR reports (attendance, leave summaries, employee list updates, etc.) to support management decisions.
Governance & Management Engagement:
The Human Resources Assistant is required to proactively schedule and attend a structured weekly meeting with the Technical Director to review all HR-related matters. For each meeting, the HR Assistant must prepare a detailed and actionable agenda and circulate it in advance to ensure the meeting supports proactive decision-making rather than passive reporting. In addition to providing regular operational updates, the HR Assistant is expected to actively raise concerns, risks, and recommendations relating to staff performance, conduct, grievances, compliance matters, and people-related issues requiring management attention.
Event Coordination:
• Propose events, plan and coordinate employee engagement events and HR-related activities across departments.
• Support staff workshops, meetings, and internal communications.
General Support:
This role requires a proactive, structured, and solution-oriented approach. The Human Resources Assistant is expected to anticipate HR needs, identify risks early, raise concerns proactively, and support management through organised preparation, accurate reporting, and disciplined follow-through.
Reporting:
Using the Clay HR Software, creating and submit monthly reports on
• medical expenses, comparing actual versus allocated medical allowance.
• employee attendance to document attendance patterns to identify trends affecting productivity, leave applications and overtime
• vehicle fuel consumption,
• cell phone usage, to document cell phone expenses against allocated monthly allowance.
Probation Period Performance Objectives:
By the end of the first month, the HR Assistant is expected to:
- Complete training on processes from AKA 100 listings all the way to AKA 800 property management.
- Have a clear understanding of all departments and their roles.
- Be fully conversant with induction and onboarding procedures.
- Master company policies.
By the end of the second month, the HR Assistant is expected to:
- Be fully conversant with the Clay HR software.
- Be able to complete all required updates to the Clay system.
- Update and complete HR procedures as necessary.
By the end of the third month, the HR Assistant is expected to:
- Generate a comprehensive assessment with recommendations for all employees.
- Produce and submit accurate weekly and monthly reports.
After Probation, Performance Targets/KPIs:
Data Integrity & System Discipline
• 100% of employee records updated in ClayHR within agreed timelines, with no missing mandatory documentation.
Recruitment & Onboarding Execution
• All signed onboarding documents, employment contracts, and employee records must be uploaded to ClayHR and properly filed (digital and physical where applicable) within 48 hours of an employee’s start date or termination date. No employee file may remain incomplete beyond this period.
Reporting Accuracy & Timelines
• All weekly and monthly HR reports must be accurate, aligned with ClayHR, and submitted on time, with the meeting agenda, reports and supporting materials circulated to the Technical Director at least 24 hours before each scheduled meeting.
Performance & Training Tracking
100% tracking and follow-up of performance reviews and training records in ClayHR, including timely escalation of delays or gaps.
Key Responsibilities: The HR Assistant supports all departments in handling HR functions, ensuring that employee information, recruitment, and administrative processes are efficiently managed in line with company policies and labour regulations. This includes maintaining accurate records in ClayHR, assisting withrecruitment and onboarding, coordinating employee data, and supporting compliance and engagement initiatives.
Working Relationships: The Human Resources Assistant reports directly to the Technical Director. The role works in close coordination with the Training & Development (T&D) Officer to ensure alignment between recruitment, onboarding, performance management, staff development, and training initiatives. This collaboration requires regular information sharing, coordination of schedules, and alignment on employee development priorities to ensure consistency across HR and training functions.
Recruitment & Onboarding:
• Post job advertisements, screen resumes, and coordinate interview scheduling.
• Prepare onboarding materials and ensure all required equipment, logins, and documents are ready before each new hire’s start date.
• Prepare for new hires' onboarding process by creating and updating employee profiles in ClayHR and ensuring all documentation is complete.
• Conduct onboarding and orientation sessions and ensure new hires fully understand company policies and procedures.
Employee Relations:
• Support management in maintaining open communication and positive employee relations.
• Direct employee queries to the appropriate department or member of management when necessary.
• Maintain confidentiality and handle sensitive employee information responsibly.
HR Administration:
• Maintain and update employee records and databases accurately in ClayHR, including personal details, contracts, leave, and performance information.
• Prepare employment letters, confirmation letters, and policy acknowledgements.
• Assist with payroll preparation by submitting and updating employee data on time in ClayHR.
• Ensure all HR documentation and files (digital and hard copy) are well organized and up to date.
Compliance & Policy:
• Ensure all employee records comply with company policies and labour law requirements.
• Ensure company policies are updated when necessary, distribute to the team and track acknowledgements.
• Maintain HR documentation to support audits and compliance checks.
Performance & Training Support:
• Support department leads and management in coordinating employee performance reviews through ClayHR.
• Track and record completed evaluations and follow up on pending submissions.
• Assist in scheduling and tracking training sessions and maintaining training records in ClayHR.
HR Systems (ClayHR):
• Maintain accurate and complete HR data in ClayHR for all employees.
• Record attendance, leave, and time-off requests, and assist in generating routine reports as required.
• Ensure all employee-related actions—recruitment, onboarding, leave, performance, and offboarding—are properly recorded and up to date in ClayHR.
• Generate standard HR reports (attendance, leave summaries, employee list updates, etc.) to support management decisions.
Governance & Management Engagement:
The Human Resources Assistant is required to proactively schedule and attend a structured weekly meeting with the Technical Director to review all HR-related matters. For each meeting, the HR Assistant must prepare a detailed and actionable agenda and circulate it in advance to ensure the meeting supports proactive decision-making rather than passive reporting. In addition to providing regular operational updates, the HR Assistant is expected to actively raise concerns, risks, and recommendations relating to staff performance, conduct, grievances, compliance matters, and people-related issues requiring management attention.
Event Coordination:
• Propose events, plan and coordinate employee engagement events and HR-related activities across departments.
• Support staff workshops, meetings, and internal communications.
General Support:
This role requires a proactive, structured, and solution-oriented approach. The Human Resources Assistant is expected to anticipate HR needs, identify risks early, raise concerns proactively, and support management through organised preparation, accurate reporting, and disciplined follow-through.
Reporting:
Using the Clay HR Software, creating and submit monthly reports on
• medical expenses, comparing actual versus allocated medical allowance.
• employee attendance to document attendance patterns to identify trends affecting productivity, leave applications and overtime
• vehicle fuel consumption,
• cell phone usage, to document cell phone expenses against allocated monthly allowance.
Probation Period Performance Objectives:
By the end of the first month, the HR Assistant is expected to:
- Complete training on processes from AKA 100 listings all the way to AKA 800 property management.
- Have a clear understanding of all departments and their roles.
- Be fully conversant with induction and onboarding procedures.
- Master company policies.
By the end of the second month, the HR Assistant is expected to:
- Be fully conversant with the Clay HR software.
- Be able to complete all required updates to the Clay system.
- Update and complete HR procedures as necessary.
By the end of the third month, the HR Assistant is expected to:
- Generate a comprehensive assessment with recommendations for all employees.
- Produce and submit accurate weekly and monthly reports.
After Probation, Performance Targets/KPIs:
Data Integrity & System Discipline
• 100% of employee records updated in ClayHR within agreed timelines, with no missing mandatory documentation.
Recruitment & Onboarding Execution
• All signed onboarding documents, employment contracts, and employee records must be uploaded to ClayHR and properly filed (digital and physical where applicable) within 48 hours of an employee’s start date or termination date. No employee file may remain incomplete beyond this period.
Reporting Accuracy & Timelines
• All weekly and monthly HR reports must be accurate, aligned with ClayHR, and submitted on time, with the meeting agenda, reports and supporting materials circulated to the Technical Director at least 24 hours before each scheduled meeting.
Performance & Training Tracking
100% tracking and follow-up of performance reviews and training records in ClayHR, including timely escalation of delays or gaps.
Skills
Compliance