Human Resource and Administration Assistant

Reporting To: Life Manager and Group Finance Manager

Direct Reports: Office Assistant

Job Overview
We are seeking a mature lady with a highly organized and professional demeanor to fill the role of Human Resource and Administration Assistant. The ideal candidate will have over 4 (Four) years of experience in a busy office environment, supporting executive teams. She will be responsible for providing top-level administrative, HR, and organizational support while maintaining a professional and welcoming office atmosphere.

Key Qualifications

• Degree in Business Administration or Human Resource Management (an added advantage).
• MSCE/IGCSE with strong credits in English.
• Proficiency in computer skills, including Microsoft Office (PowerPoint, Word, Excel).
• Experience with modern communication tools (e.g., Zoom, Teams) and social media platforms.
• Knowledge of Employment Laws, Conditions of Service, and office administration functions.
• Strong organizational, communication, and interpersonal skills.
• Ability to multitask, prioritize, and work under pressure with minimal supervision.

Key Responsibilities

Administrative Support

• Provide high-level administrative and secretarial support to Executives.
• Manage correspondence, diaries, and schedules for Executives.
• Draft routine correspondence and prepare PowerPoint presentations.
• Organize and coordinate meetings, including Board and Committee meetings.
• Handle travel arrangements, accommodations, and itineraries for Executives and Board members.
• Maintain office cleanliness, health, safety, and security standards.
• Manage office supplies, inventory, and procurement processes.
• Supervise administrative staff, including cleaners, messengers, and drivers.

Human Resources

• Assist with payroll processing and maintaining staff records.
• Manage staff benefits, pensions, medical schemes, and leave tracking.
• Oversee employee relations, welfare, and grievance procedures.
• Ensure compliance with company policies and conditions of service.
• Facilitate smooth onboarding for new hires, including inductions and provision of necessary tools.
• Identify training needs and organize staff development programs.

Communication and Coordination

• Act as the first point of contact for clients, vendors, and stakeholders.
• Liaise with vendors, suppliers, and contractors to ensure timely delivery of goods and services.
• Communicate HR-related information to staff and job seekers.
• Maintain effective communication with the Executive Team, Board of Directors, and external stakeholders.

Fleet and Facility Management

• Oversee vehicle registration, licensing, and insurance.
• Manage fuel cards, allocations, and fleet maintenance schedules.
• Develop strategies for fuel efficiency and fleet optimization.

Project and Budget Management

• Track project timelines and progress.
• Monitor office supplies, stationery, and training budgets.
• Process payments and maintain financial records for transparency.

Key Competencies

• Strong written and verbal communication skills.
• Ability to meet deadlines in a high-pressure environment.
• Highly presentable with a professional demeanor.
• Detail-oriented with excellent organizational skills.
• Proficient in Microsoft Office Suite and ICT tools.
• Self-motivated and able to work independently.

Key Relationships

• Executive Team
• Board of Directors
• Clients, Business Partners, and Stakeholders
• Vendors, Suppliers, and Contractors

How to Apply
Send your application to careers@lifeco.mw before the close of business on 11th February 2025. Only shortlisted candidates will be contacted for interviews.