Human Resources and Administration Assistant at The Maa Trust

• To support The Maa Trust in achieving its vision, mission and goal by developing and implementing effectivehumanresources and administration strategies and best practices that enhance employee engagement, foster a positiveorganizational culture, ensure legal compliance, manage talent, and drive organizational development andperformance.

Key roles and responsibilities:

HR Administration and Records Management

• Maintain up-to-date and organized employee files (physical and digital) in line with policy and legal requirements.
• Support recruitment processes by posting adverts, scheduling interviews, contacting candidates, andpreparingrecruitment documentation. c) Assist with onboarding and induction processes for new employees, including document collectionandorientationcoordination.
• Update staff records on HR systems , including leave, attendance, and personal information.
• Track and record staff leave requests, balances, and generate periodic leave reports.
• Support in performance management documentation, scheduling appraisals, and maintaining relatedrecords.
• Prepare HR correspondences, such as contracts, confirmation letters, and notices under supervision. Employee Relations and Culture
• Assist in organizing trainings, workshops,team-building activities, and other events to strengthen workplacerelationships.
• Offer guidance on handling sensitive information and resolving issues related to data privacy or recordmanagement.
• Assist in effectively planning, executing and coordinating key employee relations roles including; contract management, staff welfare, leave management, grievances and work-related conflicts, disciplinaryprocessesandseparation process
• Assist in developing and executing initiatives to foster a positive and inclusive organizational culture.
• Ensure compliance with organizational policies, labor laws and health and safety regulations for workersasrequiredby OSHA.
• Assist with minute-taking and documentation for staff meetings and HR-related discussions.
• Record and track staff complaints or grievances as directed by HRM, ensuring confidentiality and documentation.
• Support the administration of staff benefits, including medical insurance records and claims tracking.
• Follow up on statutory compliance documentation and ensure updated records are maintained.

Administrative Support

• Manage office supplies inventory and coordinate reorders as needed.
• Organize and maintain administrative files and office documentation.
• Assist in renewal of legal certificates (OSHA, fire, health and safety, first aid, food handling) and medical coverforemployees.
• Provide logistical support for internal and external meetings, training, and staff travel.
•  Support the coordination of EXCO, SMT, and Board documentation under the supervision of the HRM.

Job Competencies (Knowledge, Experience, and Attributes / Skills).

• A Bachelor's Degree in Human Resource Management
• At least 2 years of relevant experience in a human resources or administrative support role.
• Experience with HR software or systems is an added benefit.
• Strong administrative and organizational skills
• IHRM membership