HR & Procurement Admin - Jibu Inc

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HR & Procurement Admin - Jibu Inc

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The HR & Procurement Admin is responsible for facilitating key HR administrative duties and to efficiently ensuring the end-to-end running of HR projects and operations. This position provides support to the operation & human resource functions as needed, including record-keeping, file maintenance, recruitment, onboarding, supply chain management, etc.

Supervision Received: This position works semi-autonomously, receiving guidance and support from the Operations Manager

Duties And Responsibilities

  • Manage HR administrative duties:
  • Maintain filing system; retrieve documents from filing system, handle requests for information and data
  • Coordinates insurance, vacation, holiday, sick pay, etc.
  • Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors
  • Answering all internal and external HR-related queries and requests
  • Supply Chain Management:
  • Ensure full implementation of the company’s procurement policy, procedure and regulation.
  • Support in negotiation of the best price for all inventories procured for the warehouse and marketing use.
  • Ensure inventory stock levels are maintained and records are well kept I.e quotation, LPO, delivery notes, GINs, GRNs, and Invoices.
  • Attend monthly stock take at the warehouse.
  • Update the procurement tracker and daily and monthly stock sheet.
  • Ensure all suppliers sign and submit a fully executed agreement together with all relevant company documents - Company registration, PIN, VAT, Tax Compliance Certificate etc.
  • Follow up on suppliers' pending payments with finance and update their credit status.
  • Recruitment & Onboarding
  • Assist in recruitment (arrange interview, email notification, and reference checks)
  • Supporting the administrative part of the new hire process (screening, contracts, updating of HR systems)
  • Helping out where necessary during the pre-boarding and onboarding of employees, i.e. staying in touch with them, answering their questions, sending them relevant material, and so on
  • Track probation status and alert GHR update records with new hires
  • Employee benefits
  • Being the go-to person for employees with benefits-related questions and problems
  • Acting as the liaison between employees and insurance providers
  • Updating & tracking benefit plans (healthcare, retirement, etc.)
  • Coordinate and track salary advance benefit for employees (provide report & recommendations)
  • Recommending possible actions to improve existing processes
  • Office Operations Support
  • Provide support on office’s ongoing project (Coordination of Kiva)
  • Attend company meetings and take notes, keep minutes, etc.
  • Maintain and ensure office operations run smoothly at all times
  • Act as HR Manager for Corporate Store
  • Team engagement and company growth
  • Be a supportive, dynamic, and flexible team member and coordinate well with other
  • departments and functions
  • Do not wait to be assigned a task but hunt for opportunities to bring improvements and support others
  • Be honest, reliable and dedicated
  • Bring the energy and stamina to go far with Jibu and join us in building a unique success story



Experience Requirements

  • Proven work experience, preferably in office administrative assistant or similar role (customer service oriented)
  • Working understanding of human resource principles, practices, and procedures.
  • Ability to function well in a high-paced and at times stressful environment.
  • Proficient with Microsoft Office Suite and other related software.
  • Excellent interpersonal skills: able to welcome visitors in a friendly manner, and support staff in the office in a friendly and helpful way
  • Excellent organizational skills: able to keep track of activities happening in the office, provide support in organizing events for staff, manage staff leave tracker, make sure there are sufficient office supplies, etc.
  • Ability to work under minimum supervision

Culture Fit Criteria

At Jibu, we do not recruit based on CVs only, we look for a candidate with the right attitude, hunger for success and talent.

  • A self-starter and initiator with an intrinsic motivation to perform
  • Highly motivated to Get Things Done Quickly
  • Strong entrepreneurial and business instincts, backed with strategic thinking
  • Perfect written and spoken English
  • Able to represent the Jibu Brand and comfortably communicate decisions from management to the franchise network

Desired Skills and Experience

  • Office Administration, Excel
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