Administration Associate - HR

Description

Kapa Oil Refineries Ltd.

JOB DESCRIPTION - (Administration Associate - HR) Junior Level Management

ROLE AND CONTEXT KEY OUTPUTS / TASKS
OBJECTIVES:
Provide administrative support in a busy office, ensuring smooth operations, efficient documentation, and basic HR assistance as needed.
QUALIFICATIONS:
- Degree in Human Resources, Business Administration, or related field.
- 1-5 years of administrative experience in a busy office environment.
- Minimal HR experience required.
EXPERIENCE:
- Administrative support in a busy office
- Basic HR administration
- Travel and event coordination
- Supporting multiple departments or senior management
- Preparing meeting agendas, minutes, and follow-ups
- Handling logistics such as bookings, transport, and visitor coordination
RELATIONSHIPS & ROLES:
- Strong organizational and multitasking abilities.
- Excellent written & verbal communication skills.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) is a must.
- Attention to detail and accuracy in documentation and reporting.
- Ability to work independently/under pressure
Reports To:
- Head of HR & Admin.

KEY OUTPUTS / TASKS (continued):
- Draft departmental correspondence and prepare reports, memos, and other administrative documents.
- Manage day-to-day administrative operations, including filing, record-keeping, and maintaining office systems and databases.
- Handle staff medical claims, ticketing, and travel arrangements for staff and directors.
- Assist with basic HR functions such as on boarding, leave tracking, and maintaining employee records.
- Coordinate departmental and company meetings, including scheduling meetings and events.
- Organize factory tours in liaison with Hood’s and relevant departments.
- Support senior staff with ad hoc tasks to ensure smooth office operations.
- To perform any other duties assigned from time to time by the management.
- Support the induction process by preparing on boarding materials and coordinating with relevant departments.
- Track and follow up on pending tasks, departmental deadlines, and action points.
- Assist in organizing staff welfare activities or small internal events.
- Perform any other responsibilities as assigned by the Head of HR & Admin.

Please share your updated cvs on hr@kapa-oil.com not later then 01.12.2025.