HR & Administration Assistant - (6th October)

Job Title: HR & Administration AssistantReports To: HR/ Admin Operations SV (dotted line to HRBP for governance alignment)Functional Partnership: Relevant Market / BUFunction: HR/ AdministrationLocation: 6th October, Industrial Zone, Giza, Egypt.Grade: HayOperating ContextThe HR/ Administration Assistant operates within a structured HR operating model supporting:HR Operations executionCommercial and Factory administrative coordinationOffice and facility managementGovernment documentation supportThe role functions within a regulated, cost-disciplined, multi-department environment requiring:High coordination disciplineDocumentation accuracyFacility and office control standardsConfidential handling of employee dataAlignment to enterprise governance and reporting systemsThe role is an enabling function and does not carry workforce governance authority.Job PurposeThe 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 operationsAccurate documentation handlingTimely processing of administrative transactionsStructured meeting and travel coordinationCompliance with internal policies and regulatory requirementsThe role may support HR Operations during overflow periods under direct supervision and within defined authority limits.Key ResponsibilitiesA. Administrative & Office CoordinationManage 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 traceabilityOversee 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 ControlMaintain organized, secure filing systems for administrative and HR-related documentation (hard & soft copies). Ensure documentation complies with retention standards and internal policyMaintain confidentiality and data protection disciplineMaintain 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 disciplineManage 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 supervisionPrepare documentation packs for onboarding and offboardingTrack document collection status for payroll, visas, and insuranceCoordinate logistics for recruitment interviews and onboarding sessionsEnsure all support remains within approved governance frameworksAdminister 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 HRTrack expense submissions and follow-upsE. Government & Regulatory Documentation SupportAssist in tracking contract renewals and government documentationMaintain updated GOSI and statutory files under HR Operations guidanceSupport document preparation for audits or inspectionsEscalate compliance risks immediately to HR Operations SpecialistF. Facility & Office StandardsMaintain office standards aligned with GHK / 5S practicesLiaise with facility management for maintenance issuesEnsure orderly, professional office environmentSupport workplace event logistics where requiredG. Administrative OperationsTransportation ManagementManage employee transportation services and bus routesCoordinate transportation schedules according to operational requirementsFollow up on transportation contracts, renewals, invoices, and paymentsMobile Lines & TelecommunicationsManage company mobile lines and landline services including activation, deactivation, and package modificationsMonitor monthly invoices and maintain employee mobile allowance recordsInvoice Processing & Payment Follow-upPrepare and submit invoices through DWS workflow and follow up approvals with stakeholdersCoordinate with Finance and Treasury to ensure timely paymentsClear Role BoundariesThis role IS:Administrative and coordination support functionOffice and documentation control enablerOverflow support to HR OperationsService-oriented liaisonThis role IS NOT:Workforce governance authorityHR decision-makerPayroll approverER handlerCompensation or talent framework ownerKey InterfacesInternalHR Operations Specialist (Primary Line Manager)HRBP (Governance awareness)Head of HR – enterprise direction, standards and operating modelFinance – PO and payment processingLegal – documentation requestsCommercial & Factory teamsExternalTravel agenciesGovernment officesFacility vendorsSuppliersKey Performance IndicatorsAdministrative ExcellenceTimely completion of assigned tasksPO and payment accuracy rate ≥98%Zero penalties due to delayed visa or government processingDocumentation & ComplianceFiling accuracy and audit readinessZero lost or incomplete employee documentationService QualityMeeting coordination without scheduling conflictsPositive internal service feedbackFacility StandardsGHK / 5S compliance adherenceDevelopment PathwayAdministration Assistant - HR Operations SpecialistProgression requires:Demonstrated accuracy and compliance disciplineStrong system literacyExposure to payroll and HRIS processesProven confidentiality and governance mindsetBasic workforce administration capability