HR & Administration Assistant - (6th October)

Job Title: HR & Administration Assistant

Reports To: HR/ Admin Operations SV (dotted line to HRBP for governance alignment)

Functional Partnership: Relevant Market / BU

Function: HR/ Administration

Location: 6th October, Industrial Zone, Giza, Egypt.

Grade: Hay

Operating Context

The HR/ 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 HR Administration Assistant provides structured administrative, documentation, coordination, and facility support to the HR Operations SV.

The HR Admin Assistant supports the Human Resources function by handling personnel administration, employee records, and day-to-day HR operations, in addition to general administrative and office management tasks. The role ensures smooth office operations while maintaining compliance with labour laws, internal policies, and governance frameworks.

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

• Manage office supplies, pantry, equipment inventory, and vendor coordination
• Raise purchase requests and follow up on Purchase Orders (POs) with procurement.
• Ensure proper documentation of approvals and audit traceability
• Oversee office administration tasks (supplies, maintenance, vendors, etc.).
• Coordinate with service providers (cleaning, security, facility management).
• Support office events, meetings, and logistics.
• Maintain administrative records and contracts with vendors.
• Ensure smooth day-to-day office operations.

B. Documentation & Filing Control

• Maintain organized, secure filing systems for administrative and HR-related documentation (hard & soft copies).
• Ensure documentation complies with retention standards and internal policy
• Maintain confidentiality and data protection discipline
• Maintain and update employee files
• Handle onboarding documentation (contracts, forms, social insurance, etc.).
• Manage employee records, including promotions, transfers, and terminations.
• Ensure compliance with local labor laws and internal regulations.
• Maintain confidentiality and data protection discipline
• Manage incoming and outgoing correspondence in a timely and organized manner.

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
• Administer employee benefits programs, including medical insurance, social insurance, and other company benefits.
• Coordinate employee enrollment, additions, deletions, and updates with service providers.
• Manage mobile lines allocation and tracking in line with company policy.
• Act as a point of contact for employee inquiries related to benefits.
• Ensure accurate records and timely updates for all benefits-related data.

Local Governance Authority: HR Operations Specialist

Central Governance Authority: Operational Excellence Manager & Head of HR

• 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

G. Administrative Operations

Transportation Management

• Manage employee transportation services and bus routes
• Coordinate transportation schedules according to operational requirements
• Follow up on transportation contracts, renewals, invoices, and payments

Mobile Lines & Telecommunications

• Manage company mobile lines and landline services including activation, deactivation, and package modifications
• Monitor monthly invoices and maintain employee mobile allowance records

Invoice Processing & Payment Follow-up

• Prepare and submit invoices through DWS workflow and follow up approvals with stakeholders
• Coordinate with Finance and Treasury to ensure timely payments

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