Vivo
Job description
JOB DETAILS:
Job Summary: To support the HR team in delivering efficient administrative services through accurate employee data management, record keeping, and coordination of onboarding and HR activities, while gaining practical experience in core HR processes.
Dimensions:
• Supports HR administration across onboarding, records management, and employee documentation.
• Provides logistical and coordination support for HR events and engagement activities.
• Assists with the maintenance of employee files and HR trackers.
• Works under the supervision of the HR Services Officer and supports the broader HR team.
• Interfaces with new employees, HR vendors, and internal departments for routine HR support tasks.
Key Duties and Responsibilities:
Employee Records & Data Management
• Maintain accurate and up-to-date employee records, both physical and digital, in line with internal procedures.
• File employment-related documents, including offer letters, contracts, confirmations, appraisals, disciplinary records, and exit forms.
• Periodically review files to identify missing or outdated documents and follow up with HR or line contacts to close gaps.
• Update employee tracking logs (e.g. contract expiries, confirmation dates, and file completeness) under the supervision of the HR Services Officer.
• Work with the Legal Assistant to retrieve personnel files needed for legal reviews, internal investigations, or audit support.
• Support compliance by preparing files or summaries for internal reviews and audit processes.
• Ensure all employee data is handled in accordance with data protection and privacy guidelines, maintaining strict confidentiality and secure access controls at all times.
Onboarding & Offboarding Support
• Prepare onboarding documentation, welcome packs, and induction materials for new hires.
• Assist with pre-employment reference checks and academic/personal document verification (e.g. national ID, NSSF, birth/marriage certificates) in coordination with the HRBSM.
• Coordinate onboarding logistics such as meeting schedules, room setup, and access requests with IT, Security, and Facilities.
• Support scheduling of pre-employment medical checkups with the Company Health Advisor (CHA).
• Ensure all onboarding documents are completed and filed accurately under the guidance of the HRBSM.
• Track completion of onboarding and offboarding tasks using approved checklists and follow up on any pending items.
• Assist with offboarding by organizing exit logistics, retrieving company property, and coordinating system deactivation.
• Ensure exit documentation is signed, filed, and stored correctly.
• Liaise with the HR team to ensure a smooth, timely, and policy-compliant onboarding and exit process.
HR Documentation & Letter Preparation
• Prepare standard employee letters, including bank confirmations, employment verifications, and staff movement letters, under supervision.
• Support the preparation of contract templates and onboarding documents for permanent, contract, and intern staff.
• Maintain and update the library of approved HR letter templates in line with policy and format changes.
• Assist with drafting documentation for employee role changes, secondments, and departmental transfers.
• Ensure all letters are reviewed, approved, and properly filed in employee records.
• Provide general administrative support to the HR team as needed, under the supervision of the HR Business Support Manager.
HR Events & Team Coordination
• Assist in coordinating HR-led activities such as wellness days, training sessions, onboarding programs, and employee engagement events.
• Support event logistics, including venue setup, material preparation, refreshments, attendance tracking, and post-event documentation.
• Maintain an updated HR events calendar and ensure timely communication and reminders to staff.
• Liaise with vendors, facilitators, and internal stakeholders to support the smooth delivery of HR initiatives.
• Track progress on the HR work plan and update relevant trackers in coordination with the HR Business Support Manager (HRBSM).
• Assist in organizing internal HR team meetings, including preparing agendas, booking rooms, sharing materials, and recording action points.
• Follow up on pending items from HR planning sessions or team meetings to support timely execution of departmental deliverables.
Qualifications, Skills and Experience:
• Bachelor’s degree in Human Resource Management, Business Administration, or a humanities related field.
• Membership in a recognized HR professional association (e.g. HRMAU) is an added advantage.
• Strong interest in developing a career in Human Resources, with a willingness to learn and grow through hands-on experience.
• Basic understanding of employee data privacy and confidentiality requirements in line with data protection guidelines
• Prior exposure to HR work environments through internship, training, or previous administrative roles is required.
• Good organizational and time management skills, with the ability to follow through on tasks.
• Strong attention to detail, especially when handling documents and sensitive employee data.
• Good interpersonal and communication skills to interact professionally with staff and external partners.
• Ability to maintain confidentiality and handle personal information with discretion and integrity.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint)
Level of Education: Bachelor Degree
Work Hours: 8
