JOB DETAILS:
Responsibilities;
• Act as an assistant to the HR, Legal & Compliance Director.
• Help embed Human Resources and Compliance activities.
• Support Heads of Department and other key personnel on HR matters across the Sales, Marketing, Client Handling, Accounts and Social Impact Departments.
• Work closely with the Field Operations Human Resources team through sharing best practice.
• Coordinate HR and Compliance and any other relevant activities in a timely manner.
• Ensuring compliance is recorded and tracked proactively in relation to regulatory, legal or park authorities’ activities.
• Support key business relationships with all regulatory bodies and associations (e.g. NHIF, NSSF, BRELA, TALA, HAT and TATO), including Liaising with the Finance Department to ensure tax obligations are supported, Attending meetings where relevant or instructed by the Director, BRELA - Company Secretarial filing, uploading documentation to BRELA online system, minute taking, record keeping and filing, NSSF - assisting employees with claims in base office, attending meetings, making appointments, recording claims and filing, NHIF - assisting employees with claims in base office, attending meetings, recording claims and filing, TALA – submitting online applications, liaising with finance for payment, keeping online and paper records, sharing certificates with Field Operations HR for camp distribution, and display copies in the base office and HAT and TATO - attend meetings where relevant, ensuring records are maintained and actions diarized and completed.
• Maintain and ensure all regulatory and legal compliance activities are diarized and actioned on a timely basis, documentation is filed both electronically and hard copy.
• Support audits of essential certification and licensing, including preparing all relevant documentation required for sign off, administrate all hard copy documentation for review by the auditor (e.g. employee files, licenses and contractual documentation).
• Support Company Secretarial responsibilities including.
• Ensuring accurate records are kept.
• Board matters are dealt with on a timely basis.
• Attending board meetings and taking minutes of Board Meetings.
• Liaising with other Heads of Department as required on behalf of the Director to assist with smooth communications.
• Support implementation and provide guidance to employees on people practice activities (i.e., policies, processes and procedures, contractual documentation and templates) to ensure governance with Tanzania regulations.
• Develop and maintain relationships with regulatory and legal bodies (i.e., ATE, NSSF, OSHA, NIDA, etc) to support HR activities, taking minutes of meeting where necessary.
• Maintain database of policy and procedures.
• Administration of labor office stamp and communications.
• Support employment tribunals and attend court as necessary.
• Support the immigration process (including applications for business visas, work and residency permits) required for contractors and employees, including compiling all relevant documentation for submission and maintaining accurate and timely records.
• Maintain communications with Labor Office and Association of Tanzania Employers (ATE).
• Support HODs through interview process including attending interviews and preparation of interview notes.
• Support the employment offer process, supporting HOD with required information to present offer and ensure internal records and actions are managed effectively.
• Provide HR support to HODs in preparation of course material and implementation of training.
• Maintain accurate and timely employee file records, including hard copy filing, scanning and uploading to the HR System.
• Support HODs with employee relations activities, including disciplinary, grievances etc., including advising on process, taking minutes.
• Support Department Heads of Department with cyclical processes such as performance and salary review.
• Support performance evaluations, promotions, and training on a day-to-day basis as required.
• Prepare contractual documentation for all HR activities.
• Support NSSF claims, including accounts reconciliation, application forms and general day-today queries.
• Assist employees with their claims following their departure from the Company.
• Provide summary, statement and proof of payment on behalf of the Company.
• Review, process and assist employees with questions and form completion, for example personal bank loan applications, credit card applications, health-related questions and advising on policy and process.
• Advise Head of Department on HR related activities including changes to process or to employment regulations, providing communication and templates as required.
• Work closely with Field Operations HR Analyst performing areas of HR responsibility.
• Be available within the Arusha office during working hours and be on call outside of normal working hours to deal with priority issues as required.
• Be available to travel with the Director on occasion and as required.
• Ensure that the Director is kept up to date and fully informed of all activities on a regular basis.
• Assist Director and Managing Director as necessary in any other day-to-day activities.
• Provide administration support to the Director, e.g. coordination of diary management and arrange meetings, take minutes, arrange travel bookings and maintain a calendar of the Directors work schedule.
• Attending meetings as requested by the Director.
• Across all activities will be responsible for.
• Preparation of formal correspondence including letters, reports.
• Preparation of data using spreadsheets.
• Administration support, saving documents (e.g. Regulatory documentation, correspondence etc) in both hard copy and electronic filing systems.
• Arranging meetings, taking minutes and attending meeting on behalf of the Director as required.
• Managing the Director’s diary and calendar commitments.

Requirements
• Bachelor's degree in Law, Business Administration or any related fields.
• Exemplary English writing skills for formal documentation and letters.
• HR qualifications and knowledge of processes.
• Has experience of attending formal meetings.
• Has knowledge of grievances and the CMA process.
• Knowledge of regulatory and legal associations.
• Company Secretarial experience.
• Compliance experience, audits and risk management.