Description:
Position short Description

• The Motor Industry Bargaining Council (MIBCO) is seeking a detail-oriented and proactive HR Secretary/Administrator to join our dynamic team. The successful candidate will provide comprehensive administrative support to the Human Resources department, ensuring the efficient and effective execution of HR functions. This role requires strong organizational skills, excellent communication abilities, and a high level of confidentiality.

Duties and responsibilities

• Provide day-to-day administrative support to the HR Manager, including managing correspondence, management of Calendar for the HR Manager and Travel arrangement for the HR Team
• Manage the HR Projects
• Consolidation of monthly, quarterly, yearly/annual and ad-hoc HR Reports
• Generate frequent HR & Board report for HR Manager
• Assist with HR Audits
• Receive HR Visitors
• Responsible for coordination of the HR events, including logistics (refreshment, venue, etc.) to support the HR Manager and Senior HR Practitioner.
• Responsible for the administration update of the HR policies and HR Templates as and when required.
• Take and compile all HR Minutes including the HR Forums meeting minutes.
• Coordinate Employment Equity, Health & Safety and Training Committee meetings and ensure distribution of minutes.
• Ensure all HR activities comply with the relevant policies and procedures.
• Manage and maintain filing system.
• Responsible for HR Stationery and courier services.
• Assist with HR Procurement services and administration.
• Management of HR Contracts and SLA’s (Service Level Agreement)
• Coordinate HR Communications with the relevant stakeholders.
• Ensure HR information is up to date on the Intranet and Website

Knowledge/Experience/Skills/Requirements

• Communication Skills: Ability to clearly convey information, listen actively, and maintain open dialogues with employees and management.
• Organizational Skills: Ability to manage multiple tasks, prioritize responsibilities, and maintain accurate records and files.
• Attention to Detail: Ensure that documentation is accurate, comply with regulations, processes, and prevent errors in HR processes.
• Interpersonal Skills: Build relationships and interact effectively with a diverse range of individuals within the organization.
• Problem-Solving Skills: Ability to identify issues and develop effective solutions, particularly related to employee concerns.
• Confidentiality: Maintain discretion when handling sensitive employee information and personal data.
• Time Management: Effectively manage one’s time and prioritize tasks to meet deadlines.
• Adaptability: Ability to adjust to changes in policies, procedures, and the business environment.
• Empathy: The ability to understand and share the feelings of others, making employees feel valued and heard.
• Professionalism: Conducting oneself with integrity, respect, and a strong work ethic, reflecting positively on the organization.
• Integrity: Adherence to ethical principles and maintaining confidentiality when dealing with sensitive information.
• Reliability: Being dependable and consistent in completing tasks and responsibilities on time.
• Cultural Awareness: Recognizing and respecting diversity within the workforce and promoting inclusivity.
• Proactiveness: Taking initiative to address issues before they escalate and actively seeking opportunities for improvement.
• Resilience: Ability to handle difficult situations and adapt to changes in a dynamic work environment.
• Collaboration: Working well with others, fostering teamwork, and building cooperative relationships across departments.
• Curiosity: A desire to learn and stay updated on HR trends, labor laws, and best practices that can benefit the organization.
• Persuasiveness: The ability to influence others positively, particularly when communicating policies and practices.
• Employment Law: Understanding of Labour law, BCEA, regulations, and compliance requirements affecting employment practices.
• HR Policies and Procedures: Familiarity with the organization’s HR policies, procedures, and best practices.

Requirements:

Qualifications

• Matric with National Diploma or Degree in Human Resources or related field
• Minimum 3 years of previous experience in an HR administrative role
• HR systems experience will be an advantage.
• Advance MS Office Word, Excel and Outlook skills required.
• Working knowledge of the relevant legislation e.g., BCEA, EEA, SDA, OHSA, COIDA