We’re looking for an HR Assistant to join Emcar Group! If you’re organised, people-oriented and eager to grow in HR, we’d love to hear from you.

Job Responsibilities:

Recruitment & Onboarding

• Manage the full recruitment lifecycle, including the screening of applications, coordination and scheduling of interviews and active participation in interview panels where applicable.
• Ensure a structured and efficient recruitment process in alignment with the company's policies and workforce planning.
• Ensure all vacancies are filled promptly with high-calibre candidates, in accordance with the approved manning plan and allocated budget.
• Maintain a proactive approach to avoid disruptions in departmental operations due to unfilled roles.
• Implement innovative and effective sourcing strategies by collaborating with internal stakeholders and external partners such as recruitment agencies, job boards and online platforms.
• Ensure timely identification and engagement of suitable talent to meet operational requirements.
• Conduct thorough pre-employment checks, including verification of professional references and Certificate of Character, to ensure the recruitment of qualified, trustworthy and culturally aligned individuals.
• Coordinate and oversee the onboarding process by collecting and verifying all required employment documents from new hires, ensuring timely follow-ups for any missing or incomplete submissions.
• Facilitate new employee induction sessions, ensuring a comprehensive understanding of the company’s culture, policies and procedures.
• Ensure that employment contracts and role-specific job descriptions are prepared and issued to each new employee upon commencement of duties.
• Maintain accurate and up-to-date records of all recruitment and onboarding documentation, ensuring proper filing both in physical formats and electronic databases, in line with data protection and confidentiality standards.

HR Administration & Records Management

• Ensure accurate and systematic filing of all human resources documentation, including but not limited to new employee forms, salary adjustment records, leave applications and resignation letters.
• Uphold the highest standards of confidentiality and data protection in handling sensitive employee information.
• Efficiently upload and maintain employee profiles and supporting documents within the Sicorax HRMS, ensuring that all data is accurately entered and regularly updated to facilitate seamless electronic recordkeeping and reporting.
• Maintain well-organised and up-to-date HR files, both in physical and digital formats, in strict adherence to internal policies, legal regulations and audit requirements.
• Ensure that all records are readily accessible for authorized personnel and are appropriately archived when no longer active.

Time & Attendance Management

• Manage and oversee the daily functioning of the Time & Attendance system, ensuring that all employees across departments accurately record their clock-in and clock-out times in compliance with company policies.
• Proactively monitor attendance data to identify discrepancies, missed clocking, or irregular patterns.
• Work closely with departmental heads and supervisors to investigate and rectify any anomalies in a timely and consistent manner.
• Generate, validate and distribute accurate Time & Attendance reports to support payroll processing, ensure compliance with internal control procedures and meet audit requirements.
• Ensure that all records are maintained systematically for future reference and statutory obligations.

Payroll Administration

• Assist in the preparation and processing of monthly payroll using Sicorax Payroll and/or other designated HR systems, ensuring data accuracy, confidentiality and compliance with established payroll deadlines.
• Accurately update employee records in the HR system, including new joiners, resignations, terminations, and employees on extended leave, prior to payroll closure to ensure all payments and deductions are processed correctly.
• Maintain comprehensive and up-to-date payroll-related documentation, such as salary pledges, bank account information, Employee Declaration Forms, records of promotions or designation changes and leave balances, ensuring alignment with internal controls and audit requirements.
• Ensure timely and compliant processing of all statutory deductions and employee benefits, including PAYE, NPF/NSF and any other mandatory contributions, in accordance with legal and regulatory standards.
• Closely monitor the payroll calendar, coordinating all necessary inputs and approvals to guarantee that salary disbursements and required reports are completed and submitted within the stipulated timeframes.
• Administer employee benefits programs, including pension schemes and medical insurance plans, by managing monthly contributions, enrolments, and updates to ensure uninterrupted coverage and benefit eligibility.

Training, Learning & Development

• Support the coordination and execution of training and development initiatives, including logistical arrangements, scheduling and communication with trainers, participants and relevant stakeholders.
• Ensure timely preparation, submission, and follow-up of HRDC documentation, specifically G1 and G3 forms, in compliance with regulatory requirements to secure applicable refunds and maintain good standing with the Human Resource Development Council.
• Maintain comprehensive and up-to-date training records, including attendance, feedback forms, training certificates and evaluation reports.
• Provide guidance to employees regarding available training opportunities, eligibility criteria and the procedures involved in enrolling for training programs.
• Actively participate in Learning & Development activities, continuously enhancing personal skills and contributing to a culture of continuous learning and professional growth within the organisation.

Employee Engagement, CSR & Welfare

• Lead and support the planning, coordination and execution of employee welfare initiatives, CSR projects and engagement activities, ensuring inclusive representation and active participation from all departments to foster a cohesive and motivated workforce.
• Organise and manage a variety of company events and activities, including sports tournaments, team-building exercises and annual celebrations beyond the End of Year Party, designed to enhance employee morale, strengthen interpersonal relationships and promote a vibrant organisational culture.
• Promote a positive and supportive work environment by maintaining an approachable demeanor, actively listening to employee feedback and promptly addressing queries, concerns and suggestions to ensure employees feel valued and heard.

General Support

• Provide front desk coverage in the absence of the Receptionist, handling incoming calls, greeting visitors, managing deliveries and ensuring smooth operation of the front office.
• Ensure professional and courteous communication with all internal and external stakeholders.
• Respond to employee requests, queries and HR-related matters in a timely and professional manner.
• Perform all duties strictly in line with the company’s policies and procedures, and on the designated systems.
• Perform any other cognate duties as may be assigned by the HR Manager to support departmental operations.

QUALIFICATIONS & EXPERIENCE

• Diploma or Degree in Human Resource Management or a related field.
• Atleast 1 - 2 years of experience in a similar role within a dynamic and fast-paced environment.
• Strong working knowledge of Sicorax Payroll, Sicorax Time & Attendance and HRMS.
• Proficiency in Microsoft Office tools and Time & Attendance systems.
• Sound understanding of local employment legislation, including WRA, Remuneration Orders and OSHA.
• Excellent written and verbal communication skills in both English and French.
• Highly organised, detail-oriented and able to manage confidential information with integrity and discretion.
• Strong interpersonal skills and a collaborative service-oriented mindset.
• Pleasant and approachable with excellent interpersonal skills and a positive attitude.
• Empathetic and attentive, able to understand and respond to employee concerns with care and discretion.
• Lively and outgoing personality, contributing to a vibrant and inclusive work environment.
• “Go-to” team player, dependable and solution-oriented, always ready to assist colleagues.
• Jovial and energetic, with a natural ability to engage with people across all levels.
• Adaptable and willing to take initiative in both routine and event-based responsibilities.