Senior Administrator and Human Resources Business Partner at Broadreach

Purpose of the position

The Senior Administration & HRBP is accountable for oversight of a country office from an administrative and Human Resources activities perspective. The role is responsible for the coordination and management of policies, SOP’s and auditing of all admin processes, template management, administration efficiencies and best practices between HQ and the country office. The position ensures compliance with operational requirements and ensures that all processes are streamlined across the office. The role also includes ensuring standardisation and quality control of all administrative and HR procedures and protocols in the country office.

Key Accountabilities (included but not limited to)

In your role as the Senior Administration & Human Resources Business Partner you will be responsible for the following areas:

Human Resources

• Strategic Human Resources Planning and Implementation
• Implementing and enforcing policies and procedures
• Create and execute Human Resource operational plan and solutions to ensure that all
• HR services are delivered within agreed upon timelines, set standards.
• Build and maintain effective business relationships with all key stakeholders by initiating and maintaining regular interactions and acting as a trusted advisor
• Talent Management including recruitment, selection, performance management and succession planning
• Coordinates and facilitates the in-country Induction and on boarding administration
• Assists the Line managers with the coordination of HR talent and HR operational requirements
• Coordinates local interviews and arranges for candidate travel logistics as needed
• Coordinates training requirements when and where required.
• Answers day to day HR queries and completion of HR admin needed for the staff members

Administration

• Creation and Implementation of processes, policies and guidelines aligned to the HQ
• Formulates a comprehensive and country specific Administration Function
• Coordinates the management of SOP’s through training and facilitation interventions
• Conducts audits and Monitors policy compliance corrective measures as needed

Office administration & support

• Project Manages the setup of the office and ensure alignment with HQ Branding, protocols and office design
• Ensures facilities management, renovations and maintenance (including lease management and renewals) between BR and the agent/ landlord
• Acts as a representative for the health and safety requirements
• Is the main contact person for the office where emergency evacuation of any nature of the building is required
• Ensures all staff are trained/ updated on the current building’s safety/ security protocols
• Advises the staff compliment on office opening/ closing times; company shutdown period and holidays as per HQ instructions/ protocols
• Manages procurement of project goods/equipment in conjunction with Finance
• Ensures clean, professional upkeep of the office
• Draws up contracting paperwork and manages all office vendors and service providers
• Logs call for new & repairs of IT equipment, office related machinery and assets
• Identifies appropriate communication systems for the office and arranges for phones to have access to international calling
• Responsible for Purchases Requisitions compilation and completion including sourcing of quotations and compiling necessary documentation for manager to review and sign off
• Submission of pro forma invoices and attendance registers for vendor payments

Event/meeting and logistics co-ordination – Calendar Management

• Coordinates/ Arranges catering, tea/coffee for internal and external meetings when requested
• Compiles, collates and distributes conference/ meeting material
• Assists with onsite and offsite workshops/meetings when requested
• Manage the process for office banners and marketing collateral used by staff
• Manage travel and logistics calendar for meetings in the office (boardroom/ meeting room bookings)

Travel arrangements

• Contacts travel agent to make arrangements for air travel, accommodation and car hire
• Responds to changes to travel plans and makes necessary arrangements
• Build the necessary relationships with preferred vendors to ensure travel processing is efficient and made promptly

Asset management

• Controls and accounts for asset on behalf of finance
• Controls the asset loan process
• Follows up with staff to return loaned asset

Fleet Management

• Oversees the drivers and coordinates the smooth running of transport operations for the office.
• Ensures that motor vehicles are insured on annual basis
• To maintain vehicles in good operating condition – regular servicing of vehicles
• Ensures that all motor vehicles have mileage log books, log books are accurate and consistent and are reviewed on a weekly basis.
• Reconciles fuel usage and mileage log books on a monthly basis and attach support documentation.

Qualifications

Essential qualifications

• University Diploma/Degree in Human Resources

Desirable qualifications

• Honours Degree

Experience & skills

• 5-8 years in a similar environment of which 3 years relevant in country experience in a senior capacity
• Planning & Organising
• Self-management
• Client orientation
• Controls quality and standards
• Results orientated
• Communication