Admin Assistant [Training/HR/Finance]

We are seeking a detail-oriented and proactive Administrative Assistant to provide support in Training Coordination, Accounting tasks and HR administration.

Position Overview

We are seeking a detail-oriented and proactive Administrative Assistant to provide support in Training Coordination, Accounting tasks and HR administration. This role will ensure smooth day-to-day operations in employee administration, compliance, and learning activities.

Key Responsibilities

Training Administration

• Liaise with regulatory authorities for the appropriate application, follow up and approval of training related matters. [conversant with MQA, HRDC regulations].
• Coordinate training schedules, venues, and logistics.
• Maintain training records, attendance, and certification tracking.
• Assist in preparing training materials and support trainers during sessions.
• Assist in evaluating training effectiveness through feedback collection and reporting.
• Handle routine training queries and provide administrative support to the training team.

Finance & Accounting Administration

• Perform regular bank and account reconciliations to ensure accuracy of financial records.
• Maintain supplier accounts, including processing invoices, monitoring payments, and resolving discrepancies.
• Oversee debtors’ control by tracking outstanding receivables, issuing reminders, and ensuring timely collections.
• Assist in general basic accounting duties.

HR Administration

• Handle routine HR tasks and provide administrative support to the HR team.
• Maintain and update HR records.
• Support payroll and benefits administration by collecting and verifying employee information.
• Ensure compliance with company policies and labor regulations.
• Any other duties as directed by the reporting line.

Qualifications & Skills

• Diploma or degree in Business Administration, HR, Accounting or related field.
• 2 years of experience in HR or training administration or accounting support.
• Experience working in a training centre will be a plus.
• Knowledge of accounting and at ease with QuickBooks Online.
• Training: Strong knowledge and experience with G1/G3 process, MQA regulations and process.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in MS Office Suite.
• Attention to detail and ability to handle confidential information.

Competencies

• Reliability: Consistently meets deadlines and maintains accurate records.
• Adaptability: Comfortable managing multiple priorities in a dynamic environment.
• Collaboration: Works effectively with HR, trainers, finance and employees at all levels.
• Problem-Solving: Anticipates administrative challenges and proposes solutions.

Proactive reserves the right: 

• To call only the shortlisted candidates for interview.  
• Not to make any appointment following this advertisement nor to assign any reason whatsoever for accepting or rejecting any candidate.