Job Title: HR & Admin Coordinator

Department: Human Resources & Admin

Duty Station: Ghana-Accra

Job Level: Mid-Management level

Reports To: Country Manager

Job Purpose

The Human Resource & Admin Coordinator is responsible for facilitating key HR administrative duties and to efficiently ensure the end-to-end running of HR projects and operations.

This position resolves benefits-related problems and ensures effective use of plans and positive employee relations. The HR Coordinator role provides administrative support to the human resource function as needed, including record-keeping, file maintenance, recruitment, onboarding, etc.

Duties & Responsibilities

Manage HR administrative duties:

• Maintain filing system; retrieve documents from filing system, handle requests for information and data
• Coordinates insurance, vacation, holiday, sick pay, etc. requests
• Logistics HR department, requesting HR required items and make a follow up
• Schedule and coordinate meetings, appointments and travel arrangements for managers or supervisors
• Answering all internal and external HR-related queries and requests

Recruitment & Onboarding:

• Assist in recruitment (arrange interview, email notification, and reference checks)
• Supporting the administrative part of the new hire process (screening, contracts, updating of HR systems)
• Helping out where necessary during the pre-boarding and onboarding of employees, i.e. staying in touch with them, answering their questions, sending them relevant material, and so on
• Track probation status and alert GHR
• Update records with new hires

Employee benefits:

• Being the go-to person for employees with benefits-related questions and problems
• Acting as the liaison between employees and insurance providers
• Updating & tracking benefit plans (healthcare, retirement, etc.)
• Coordinate and track salary advance benefit for employees (provide report & recommendations)
• Recommending possible actions to improve existing processes

Office Operations Support:

• Provide support on office's ongoing project (Coordination of Kiva)
• Attend company meetings and take notes, keep minutes, etc.
• Maintain and ensure office operations run smoothly at all times
• Act as HR Manager for Corporate Store (Muhima)

Team engagement and company growth:

• Be a supportive, dynamic and flexible team member
• Do not wait to be assigned for a task but hunt for opportunities to bring improvements and support others
• Be honest, reliable and dedicated
• Bring the energy and stamina to go far with Jibu and join us in building a unique success story

Market Research & Customer Insights:

• Conduct and analyze market research and customer feedback to refine marketing strategies and improve customer experience.
• Monitor competitors and industry trends to identify new opportunities and adapt Jibu's marketing strategies accordingly.

Team Engagement & Leadership:

• Inspire and coach the marketing team and franchise network to execute high-impact marketing initiatives.
• Drive cross-functional collaboration with sales, operations, and franchisees to ensure seamless execution of marketing efforts.

Supervision Received

This position works highly autonomously and reports directly to the Country Director.

Management Responsibility

Oversee the office assistant and premises guard team.

Qualifications

A minimum required qualification of a Bachelor's degree in Human Resource Management, Industrial & Organizational Psychology, Business Administration or any other related field.

Minimum Experience Requirements

• Proven work experience, preferably in HR administrative assistant or similar role (customer service oriented)
• Working understanding of human resource principles, practices and procedures.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite and other related software.

Preferred Experience Requirements

• Excellent interpersonal skills: able to welcome visitors in a friendly manner, support staff in office in a friendly and helpful way
• Excellent organizational skills: able to keep track of activities happening in the office, provide support in organizing events for staff, manage staff leave tracker, make sure there are sufficient office supplies, etc.
• Ability to work under minimum supervision

Required Skills

• A self-starter and initiator with an intrinsic motivation to perform
• Highly motivated to Get Things Done in an autonomous and independent matter
• Strong entrepreneurial and business instincts
• Proficiency with Microsoft Office suite including Excel, Word and PowerPoint
• Perfect written and spoken English and knowledge of the Jibu Brand and comfortably communicate decisions from managements to the franchise network