HR Assistant – Akka Kappa Ltd.

Job Description

Description 

The Human Resources Assistant provides administrative and operational support for all HR-related activities across the organization. The role supports recruitment coordination, employee onboarding, records management, and the accurate maintenance of HR data and processes using our HRM Software ClayHR.

The HR Assistant works closely with management and employees to ensure consistency in HR operations, supports day-to-day HR administration, and contributes to a positive, well-organized, and compliant work environment.

Responsibilities

Key Responsibilities:

The HR Assistant supports all departments in handling HR functions, ensuring that employee information, recruitment, and administrative processes are efficiently managed in line with company policies and labour regulations. This includes maintaining accurate records in ClayHR, assisting with recruitment and onboarding, coordinating employee data, and supporting compliance and engagement initiatives.

Recruitment & Onboarding:

• Post job advertisements, screen resumes, and coordinate interview scheduling.
• Prepare onboarding materials and ensure all required equipment, logins, and documents are ready before each new hire’s start date.
• Support the onboarding process by creating and updating employee profiles in
• ClayHR and ensuring all documentation is complete.
• Assist in conducting orientation sessions and ensure new hires understand company policies and procedures.

Employee Relations:

• Support management in maintaining open communication and positive employee relations.
• Direct employee queries to the appropriate department or member of management when necessary.
• Maintain confidentiality and handle sensitive employee information responsibly.

HR Administration:

• Maintain and update employee records and databases accurately in ClayHR, including personal details, contracts, leave, and performance information.
• Prepare employment letters, confirmation letters, and policy acknowledgements.
• Assist with payroll preparation by submitting and updating employee data on time in ClayHR.
• Ensure all HR documentation and files (digital and hard copy) are well organized and up to date.

Compliance & Policy:

• Ensure all employee records comply with company policies and labour law requirements.
• Assist in distributing updated company policies and tracking acknowledgements.
• Maintain HR documentation to support audits and compliance checks.

Performance & Training Support:

• Support management in coordinating employee performance reviews through ClayHR.
• Track and record completed evaluations and follow up on pending submissions.
• Assist in scheduling and tracking training sessions and maintaining training records in ClayHR.

HR Systems

• Maintain accurate and complete HR data in ClayHR for all employees.
• Record attendance, leave, and time-off requests, and assist in generating routine reports as required.
• Ensure all employee-related actions—recruitment, onboarding, leave, performance, and offboarding—are properly recorded and up to date in ClayHR.
• Generate standard HR reports (attendance, leave summaries, employee list updates, etc.) to support management decisions.

Event Coordination:

• Assist in organizing employee engagement events and HR-related activities across departments.
• Support staff workshops, meetings, and internal communications.

General Support:

• Provide administrative and logistical support for all HR-related functions across departments.
• Assist the Technical Director with ad hoc HR projects and assignments as required.

Requirements

Education & Experience

• Bachelor’s degree in Human Resource Management, Business Administration, or a related field.
• Minimum of three (3) years’ experience in an administrative or HR support role, preferably within a corporate or multi-departmental environment.
• Experience using HR Information Systems such as ClayHR or similar platforms for data management, reporting, and employee records management.
• Good understanding of Ghanaian labour laws and HR compliance practices.

Technical Skills

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Solid working knowledge of HR databases or systems to maintain accurate employee information.
• Ability to generate and interpret HR reports from ClayHR, including attendance, leave, and payroll data.
• Strong organizational and document management skills with a high level of attention to detail.

Core Competencies

• Strong interpersonal and communication skills with the ability to interact effectively across all departments and levels of staff.
• High level of professionalism, discretion, and ability to handle sensitive information confidentially.
• Strong organizational skills with the ability to manage multiple tasks and priorities with minimal supervision.
• Team-oriented mindset with a proactive approach to problem-solving and support for management.
• Dependability, adaptability, and the ability to meet deadlines in a fast-paced work environment.

Preferred Attributes

• HR certification such as IHRMP or SHRM is an added advantage.
• Previous experience supporting HR operations in a service-oriented or multi-departmental organization is preferred.