Administrative Assistant

Reports To: HR Operations Specialist (dotted line to HRBP for governance alignment)

Functional Partnership: Relevant Market / BU

Function: Administration

Location: Market – Location and functional agnostic collaboration support where required

Grade: Hay

Operating Context

The Administration Assistant operates within a structured HR operating model supporting:

• HR Operations execution
• Commercial and Factory administrative coordination
• Office and facility management
• Government documentation support

The role functions within a regulated, cost-disciplined, multi-department environment requiring:

• High coordination discipline
• Documentation accuracy
• Facility and office control standards
• Confidential handling of employee data
• Alignment to enterprise governance and reporting systems

The role is an enabling function and does not carry workforce governance authority.

Job Purpose

The Administration Assistant provides structured administrative, documentation, coordination, and facility support to the HR Operations Specialist and Business Unit leadership.

The role ensures:

• Smooth office operations
• Accurate documentation handling
• Timely processing of administrative transactions
• Structured meeting and travel coordination
• Compliance with internal policies and regulatory requirements

The role may support HR Operations during overflow periods under direct supervision and within defined authority limits.

Key Responsibilities

A. Administrative & Office Coordination

• Provide structured administrative support to BU Head, Line Managers, and Factory Team
• Manage office supplies, pantry, equipment inventory, and vendor coordination
• Raise Purchase Orders (POs), process payment requests, and maintain tracking logs (including Capex where applicable)
• Ensure proper documentation of approvals and audit traceability

B. Documentation & Filing Control

• Manage incoming and outgoing correspondence
• Maintain organized, secure filing systems for administrative and HR-related documentation
• Ensure documentation complies with retention standards and internal policy
• Maintain confidentiality and data protection discipline

C. HR Operational Support (Overflow & Structured Assistance)

• Support HR Operations Specialist during high-volume periods under supervision
• Prepare documentation packs for onboarding and offboarding
• Track document collection status for payroll, visas, and insurance
• Coordinate logistics for recruitment interviews and onboarding sessions
• Ensure all support remains within approved governance frameworks

Local Governance Authority: HR Operations Specialist

Central Governance Authority: Operational Excellence Manager & Head of HR

D. Travel, Meetings & Time Management

• Manage calendars and schedules for Line Managers where applicable
• Coordinate internal and external meetings; prepare rooms and documentation
• Record and distribute meeting minutes when required
• Arrange travel logistics including visas, flights, accommodation, and insurance
• Track expense submissions and follow-ups

E. Government & Regulatory Documentation Support

• Assist in tracking contract renewals and government documentation
• Maintain updated GOSI and statutory files under HR Operations guidance
• Support document preparation for audits or inspections
• Escalate compliance risks immediately to HR Operations Specialist

F. Facility & Office Standards

• Maintain office standards aligned with GHK / 5S practices
• Liaise with facility management for maintenance issues
• Ensure orderly, professional office environment
• Support workplace event logistics where required

Clear Role Boundaries

This role IS:

• Administrative and coordination support function
• Office and documentation control enabler
• Overflow support to HR Operations
• Service-oriented liaison

This role IS NOT:

• Workforce governance authority
• HR decision-maker
• Payroll approver
• ER handler
• Compensation or talent framework owner

Key Interfaces

Internal

• HR Operations Specialist (Primary Line Manager)
• HRBP (Governance awareness)
• Head of HR – enterprise direction, standards and operating model
• Finance – PO and payment processing
• Legal – documentation requests
• Commercial & Factory teams

External

• Travel agencies
• Government offices
• Facility vendors
• Suppliers

Key Performance Indicators

Administrative Excellence

• Timely completion of assigned tasks
• PO and payment accuracy rate ≥98%
• Zero penalties due to delayed visa or government processing

Documentation & Compliance

• Filing accuracy and audit readiness
• Zero lost or incomplete employee documentation

Service Quality

• Meeting coordination without scheduling conflicts
• Positive internal service feedback

Facility Standards

• GHK / 5S compliance adherence

Development Pathway

Administration Assistant - HR Operations Specialist

Progression requires:

• Demonstrated accuracy and compliance discipline
• Strong system literacy
• Exposure to payroll and HRIS processes
• Proven confidentiality and governance mindset
• Basic workforce administration capability