HR Assistant

We are looking for a proactive and detail-oriented HR Assistant to support the day-to-day operations of the Human Resources department.

The ideal candidate will assist in HR processes including recruitment, onboarding, employee records management, and employee engagement activities.

This role is vital in ensuring smooth communication and effective administration within the HR function.

Duties & Responsibilities :

• Assist with the recruitment process: posting job ads, scheduling interviews, and communicating with candidates.
• Coordinate the onboarding process for new hires, including paperwork, orientation, and system access.
• Maintain accurate employee records in HR systems and personnel files.
• Maintain and generate monthly reports on headcount, renewal, new joiners, vacation, absences, etc.
• Apply for and acquire visas in coordination with the PRO and work closely with the PRO on immigration and labor-related matters.
• Handle visa renewals for existing employees and coordinate with the typing center for all visa and quota-related activities in regulations with PROs.
• Send schedules and reminders via email regarding medical exams for new employees, food handlers, bank account openings, and other related issues.
• Responsible for system encoding and approvals for transactions including new employee data and HR staff attendance.
• Coordinate and follow up on travel, airport pickup, visa deposits, and accommodation bookings for incoming and resigning/terminated employees with the Housing Supervisor and Facility department.
• Conduct spot checks and room inspections of employee accommodations with the Housing Supervisor to identify areas needing improvement and repair, preparing a report for the Human Resources Manager.
• Collect and check attendance sheets of every department before finalizing salaries.
• Initiate and coordinate various employee engagement programs such as indoor games, annual staff events, and reward and recognition programs.
• Screen and interview candidates, arranging suitable candidate interviews with the head office.
• Track personnel requisitions and ensure vacant positions are filled as per specifications.
• Ensure every new joiner receives a job description on their first day and a signed copy is placed in the employee file.
• Monitor headcount and keep the HR Manager briefed on changes.
• Prepare offer letters, ensuring compliance with EPZ salary structure and benefits.
• Coordinate with recruitment agencies and applicants regarding the status and arrivals of candidates.
• Support line managers during the performance appraisal system and documentation.
• Conduct orientation for incoming general staff, senior officers, and managers regarding basic issues (general EPZ policies, benefits, forms, insurance policy, code of conduct, etc.).
• Perform other tasks as assigned by the Human Resources Manager from time to time.

General Duties:

• Prepare and submit various HR monthly reports relevant to planning and higher management.
• Present a detailed analysis on new hires, departmental visa costs, and other reports.
• Generate promotion letters, warning letters, termination letters, experience certificates, salary certificates, salary transfer letters, and NOCs.
• Prepare memos or notices on public holidays or any special announcements.
• Handle daily cash (petty cash).
• Communicate effectively with guests, colleagues, and superiors.
• Handle difficult situations effectively.
• Attend meetings and training required by management.
• Accept a flexible planned work schedule necessary for uninterrupted service to guests.
• Continuously seek to maintain professionalism in the job function.

Qualifications:

• Bachelor’s degree in Human Resources, Business Administration, or a related field.
• 1–3 years of experience in an HR support role preferred.
• Knowledge of HR processes and best practices.
• Excellent organizational and time management skills.
• Strong interpersonal and communication skills.
• High level of discretion and professionalism.