HR Administrator

The HR Administrator is responsible for managing and maintaining accurate employee records, administering the Human Resources Information System (HRIS), and coordinating day-to-day HR administrative processes across multiple countries. The role oversees recruitment administration, on  boarding and off boarding, employee support, HR reporting, and HR documentation while ensuring data accuracy, confidentiality, and timely communication with Finance and other stakeholders. The position also supports the effective use of HR technology, including Pay Space, SharePoint, and generative AI tools, to improve HR processes and operational efficiency.

Key Responsibilities:

HR Administration and Employee Records;

• Maintain accurate, complete, and up-to-date employee records across all operating countries.
• Record employee movements and changes, including new hires, promotions, transfers, job titles, grades, organizational structures, and terminations.
• Ensure HR documentation is properly organized, securely stored, and readily accessible to authorized personnel.
• Maintain accurate employee information to support audits, reporting, and effective HR decision-making.
• Ensure all HR changes are recorded promptly and accurately.

HRIS Management and System Administration;

• Manage the Human Resources module of Pay Space, ensuring the accuracy and integrity of employee data.
• Administer system user access and permissions in line with established controls and confidentiality requirements.
• Configure and maintain HR workflows, including leave applications, approvals, and other employee-related processes.
• Monitor HR system data and resolve discrepancies to ensure reliable information.
• Complete the required system training and continuously develop proficiency in HRIS administration.

Recruitment and On boarding;

• Coordinate recruitment administration, including posting job advertisements, screening CVs, and scheduling interviews.
• Prepare job requisition forms, offer documentation, employment contracts, and other recruitment-related paperwork.
• Coordinate on boarding activities to ensure new employees complete the required documentation and are appropriately set up from their first day.
• Maintain accurate recruitment records and support a smooth and consistent candidate experience.
• Liaise with hiring managers and relevant stakeholders to facilitate timely recruitment processes.

Employee Off boarding;

• Coordinate employee exit processes and ensure all required off boarding procedures are completed.
• Prepare exit documentation and maintain appropriate employee separation records.
• Manage exit checklists, including the return of company assets and closure of system access.
• Coordinate with relevant departments to ensure all off boarding requirements are completed within the required timelines.

HR and Finance Coordination;

• Ensure employee changes affecting payroll are accurately recorded and communicated to Finance before the monthly payroll cut-off.
• Respond to HR data queries from Finance and assist in resolving discrepancies.
• Maintain clear communication with Finance regarding employee movements and changes to employment details.
• Ensure HR administration is completed accurately and on time, while leaving payroll processing responsibilities with the Finance team.

Employee Support and HR Reporting;

• Serve as the first point of contact for routine employee HR queries relating to leave, policies, employment records, and HR procedures.
• Provide clear, timely, and professional responses to employees and line managers.
• Prepare regular HR reports, including head count, new hires, employee exits, and other relevant workforce data.
• Maintain accurate HR trackers and reporting records.
• Prepare and submit regular HR updates to the Group HR Manager, highlighting completed activities, pending matters, and relevant issues.

HR Intranet and Digital Platforms;

• Maintain and update the HR intranet on SharePoint, ensuring information is accurate, current, and consistent with Pay Space.
• Manage relevant SharePoint pages, document libraries, and lists used for HR administration.
• Support the development, improvement, and re launch of the employee HR portal.
• Ensure HR policies, templates, procedures, and other employee resources are properly maintained and accessible to authorized users.

Digital Tools and Process Improvement;

• Use generative AI tools to support the preparation and updating of HR templates, contracts, documents, tables, and Excel trackers.
• Apply appropriate data protection practices when using AI tools and never enter confidential employee information or personal data into unauthorized AI platforms.
• Identify opportunities to improve HR workflows, documentation, data management, and administrative efficiency through technology.
• Maintain professional standards, accuracy, and confidentiality when using digital tools.

Confidentiality and Compliance;

• Maintain strict confidentiality when handling employee information, contracts, and other sensitive HR documentation.
• Ensure HR records are handled, stored, and shared in accordance with applicable data protection requirements and internal procedures.
• Exercise sound judgment when responding to employee queries and managing confidential matters.
• Support compliance with applicable employment legislation, HR policies, and organizational procedures across the countries supported.

Academic Qualifications and Experience:

Essential Requirements

• At least two years of experience in HR administration, HR operations, or a similar human resources support role.
• Hands-on experience using a Human Resources Information System (HRIS) or a similar employee management platform.
• Strong proficiency in Microsoft Excel and Microsoft 365 applications, with excellent attention to detail.
• Practical experience using generative AI tools, such as ChatGPT, Microsoft Copilot, Claude, Perplexity, or Grok, to prepare documents, develop templates, organize information, and improve work efficiency.
• Fluency in written and spoken English.
• Demonstrated ability to handle confidential information with discretion and professionalism.
• Ability to work independently, manage competing priorities, and learn new systems with minimal supervision.

Advantageous Qualifications and Experience;

• A diploma or degree in Human Resources Management, Business Administration, or a related field.
• Experience using Pay Space or another HRIS platform.
• Experience using SharePoint, including site pages, document libraries, and lists.
• Working knowledge of Tanzanian labour law and employment practices.
• Experience supporting HR operations across multiple countries.
• Knowledge of Kiswahili; proficiency in French will be an added advantage.

Core Competencies and Skills;

• Strong organizational, administrative, and time-management skills.
• Excellent attention to detail and commitment to data accuracy.
• Proficiency in HRIS administration and digital HR tools.
• Strong Microsoft Excel and Microsoft 365 skills.
• Practical knowledge of generative AI tools and responsible data handling.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and a customer-service-oriented approach.
• Ability to manage confidential information with integrity and discretion.
• Strong problem-solving and analytical skills.
• Ability to prioritize tasks and meet deadlines with minimal supervision.
• Adaptability and willingness to learn new systems and processes.
• Ability to coordinate effectively with employees, managers, Finance, and other stakeholders across different countries.

Key Working Relationships:

Internal Relationships;

• Group HR Manager.
• Finance Department.
• Country Directors.
• Line Managers.
• Employees across all operating countries.
• Other relevant departments and business units.

Performance Indicators (KPIs):

• Accuracy, completeness, and timeliness of employee records in the HRIS.
• Timely recording of employee changes before monthly payroll cut-off dates.
• Effective administration and maintenance of HRIS workflows and user access.
• Timely completion of on boarding and off boarding documentation and checklists.
• Quality and timeliness of recruitment administration and employee support.
• Accuracy and timely submission of HR reports and workforce data.
• Consistency between employee records in Pay Space and information maintained on the HR intranet.
• Effective handling of employee queries and resolution of HR data discrepancies.
• Compliance with confidentiality, data protection, and HR documentation standards.
• Effective use of digital tools to improve HR administration and process efficiency.

Training and Development.

The successful candidate will receive structured training on Pay Space and the relevant HR systems and processes. During the first two months, the individual will be expected to demonstrate initiative in independent learning and develop the confidence required to manage the HR module effectively.

Training will also cover the responsible use of generative AI tools in HR administration, with particular emphasis on confidentiality, data protection, and accuracy.