HR & Administration Officer

A well-established client of ours is searching for an HR & Administration Officer to join their entity. The chosen candidate will be the key point of contact for executive support, assisting the COO and CFO with various tasks while also providing administrative support to the Human Resources Manager. 

Duties and responsibilities:

Executive Support:

• Assist the COO and CFO with diverse tasks including travel arrangements, credit card reports, and presentation preparation.
• Facilitate board of directors meetings, handling logistical arrangements and minute-taking as needed.
• Collaborate with management during board meetings to ensure smooth proceedings.

Facility Management:

• Welcome and assist visitors to our offices, ensuring their comfort and satisfaction.
• Coordinate with Quad administration team regarding facility-related matters, including office equipment maintenance and supplies procurement.
• Manage daily office operations, ensuring premises are maintained to high standards.
• Liaise with cleaning staff to schedule and oversee cleaning duties.
• Proactively address employee facility requests and support the D4 site with their facility needs.

Administration:

• Handle employee travel requirements, liaising with travel agencies and managing bookings.
• Update purchase orders in the Navision system and manage organizational communication.

HR Support:

• Assist with general HR operational tasks such as personnel file maintenance and meeting scheduling.
• Facilitate employee inductions and coordinate team-building events.
• Maintain employee training records and certificates, ensuring compliance with mandatory training.
• Prepare HR-related reports including sick leave, vacation analysis, and balancing hours.
• Manage employee time and attendance through Shireburn system.
• Provide support and guidance on HRIS (Indigo Shireburn System) to management and employees.
• Coordinate training sessions and monitor expiration of mandatory training.
• Maintain active communication channels for employee queries and requests.

Requirements

• Candidates must already reside in Malta, with the legal right to work in Malta
• Fluency in English is a must; Maltese is highly preferred
• Strong communication, organizational, and analytical skills
• Excellent interpersonal skills with the ability to manage relationships across all levels of the organization
• emonstrated ability to maintain employee records, manage multiple tasks, and solve problems effectively
• Exemplary judgment, sensitivity, and discretion, coupled with facilities management experience

Education and Experience

• Diploma in Human Resource Management or a related field
• Minimum of 2 years of prior experience as an HR Administrative Assistant
• In absence of the above, a minimum of 4 years of prior experience in an Administrative / Office Management post is a must
• Knowledge of local labor legislation is a must
• Proficiency in HRIS/Shireburn is highly preferred

Job Reference: WA226