The posting
Our client is seeking a highly organised, discreet, and proactive HR / Office Administrator to support day-to-day human resources administration and office operations at their Usa River-based office. The successful candidate will serve as the local point of contact for HR processes, employee documentation, office coordination, and general administrative activities while working closely with a remotely based HR Manager. The role requires a high level of independence, confidentiality, attention to detail, and sound judgement, with the ability to escalate sensitive or legally significant matters appropriately and coordinate effectively with local management and external stakeholders. Responsibilities: Maintain accurate and up-to-date personnel files, including employment contracts, identification documents, statutory records, leave forms, and disciplinary documentation. Support recruitment coordination by scheduling interviews, coordinating candidate communication, collecting references, and preparing offer documentation for approval. Coordinate new employee onboarding activities, including induction schedules, workspace preparation, equipment arrangements, and collection of required employment documentation. Monitor employee leave balances, attendance records, and public holiday observance, identifying and reporting discrepancies where necessary. Support probation and performance review processes by coordinating schedules and ensuring completion and collection of relevant forms, scorecards, and documentation. Assist with the implementation and communication of HR policies, procedures, SOPs, and employee notices issued by management. Act as the first point of contact for employee HR-related queries and escalate matters involving grievances, disciplinary action, termination, or other sensitive employee relations issues. Liaise with relevant statutory authorities, including NSSF, WCF, and Labour Offices, regarding routine filings, inspections, and administrative requirements. Manage the day-to-day administration of the office, including office supplies, utilities, maintenance requirements, and coordination with service providers and vendors. Handle incoming calls, visitors, correspondence, courier services, and postal requirements in a professional and timely manner. Coordinate meeting arrangements and logistics for management, visiting directors, employees, and staff from other company locations. Maintain organised physical and digital office filing systems in accordance with established document control and numbering standards. Support basic procurement activities, including sourcing quotations, preparing purchase requests, tracking orders, and following up on deliveries for office and site requirements. Maintain confidentiality and ensure sensitive employee and company information is handled securely and professionally. Provide accurate administrative and HR updates to the remotely based HR Manager and local management. Coordinate with local directors on matters requiring on-site presence, approval, signatures, or immediate local intervention. Identify routine administrative and HR issues independently, resolve matters within the scope of the role, and escalate sensitive or legally material matters appropriately. Support the effective coordination of HR and office administration activities to ensure smooth day-to-day business operations. Requirements Diploma or Bachelor's degree in Human Resources, Business Administration, or a related field. Minimum of 3 years of relevant experience in HR administration, office administration, HR generalist support, or a similar administrative role, with 3–5 years of experience preferred. Previous experience working within Tanzania and familiarity with local HR and administrative practices is highly desirable. Working knowledge of mainland Tanzania employment and labour regulations is an advantage. Strong understanding of HR administration, employee records management, recruitment coordination, onboarding, leave administration, and general office administration. Familiarity with statutory requirements and processes involving institutions such as NSSF, WCF, and Labour Offices is an advantage. Fluent in both English and Swahili, with strong written and verbal communication skills. Proficiency in Microsoft Word and Excel, with the ability and willingness to learn HR, payroll, or other administrative systems. Strong organisational and administrative skills, with excellent attention to detail and accuracy. Ability to work independently, prioritise tasks effectively, and exercise sound judgement when handling routine matters. Strong communication and interpersonal skills, with the ability to interact professionally with employees, management, vendors, visitors, and external stakeholders. High level of integrity, discretion, and confidentiality when handling sensitive employee and company information. Strong problem-solving and decision-making abilities, with the judgement to identify matters requiring escalation. Excellent planning, coordination, and time management skills with the ability to manage multiple administrative and HR priorities simultaneously. Professional, proactive, dependable, and service-oriented approach to HR and office administration. Ability to work effectively with a remote reporting structure while maintaining strong coordination with local management and stakeholders.
