Job Description
As the HR and Administration Officer, you play a pivotal role in ensuring the seamless operation of our office and providing vital support to our staff. You’ll 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. Additionally, you’ll oversee day-to-day office management and reception duties, ensuring everything runs smoothly and efficiently.
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 the 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 the Shireburn system.
- Provide support and guidance on HRIS (Indigo Shireburn system) to management and employees.
- Coordinate training sessions and monitor the expiration of mandatory training.
- Maintain active communication channels for employee queries and requests.
Core competencies, knowledge, and experience
- Diploma in Human Resource Management or related field, with a minimum of 2 years of experience as an HR Administrative Assistant or 5 years in administrative or HR support roles.
- Proficiency in Human Resources Information Systems (HRIS) and knowledge of labor legislation.
- Strong communication, organizational, and analytical skills.
- Proficient in Microsoft Office Suite with exceptional attention to detail.
- Excellent interpersonal skills with the ability to manage relationships across all levels of the organization.
- Demonstrated ability to maintain employee records, manage multiple tasks, and solve problems effectively.
- Exemplary judgment, sensitivity, and discretion, coupled with facilities management experience.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
ElectroGas Malta Limited is an equal opportunity employer and does not discriminate against any applicant or employee based on race, ethnicity, gender, sexual orientation, age, religion, national origin, disability, or any other legally protected factor. We are committed to providing a fair and inclusive work environment for all individuals. ElectroGas Malta Limited values and respects everyone’s unique qualities and we strive to provide equal opportunities for all. Thank you for considering ElectroGas Malta Limited for your career advancement.
