• 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.