Overview Job Purpose: The HR Co-ordinator – Field & Activations plays a vital support role in the delivery of comprehensive HR services to our dynamic Field & Activations business unit within Publicis Groupe Africa. This position is critical in ensuring the efficient administration of HR processes, providing seamless support to employees and managers, and contributing to a positive employee experience across various operational sites and projects. The incumbent will be a key point of contact for HR-related queries, focusing on the unique needs and fast-paced nature of field and activation teams. Key Responsibilities: 1. HR Administration & Operations Support: •Onboarding & Offboarding: Coordinate all administrative aspects of the employee lifecycle, including preparing offer letters, onboarding documentation, conducting HR inductions, and managing offboarding processes (e.g., exit interviews, final payment documentation). •Employee Record Management: Maintain accurate and up-to-date employee records, both physical and digital, in the HRIS/HRM system (e.g., Workday, SAP SuccessFactors) ensuring data integrity and compliance with POPIA. •Leave Management: Administer and track all types of leave (annual, sick, family responsibility, etc.), ensuring compliance with company policy and South African labour legislation. •Benefits Administration Support: Assist with the administration of employee benefits programs (e.g., medical aid, provident fund, group risk benefits), including enrollment, changes, and queries, liaising with providers as needed. •Payroll Input Support: Prepare and submit accurate payroll inputs (e.g., new hires, terminations, changes in salary/benefits, overtime, allowances) to the payroll department on a timely basis. •Compliance & Policy Adherence: Assist in ensuring all HR practices comply with Publicis Groupe Africa policies and relevant South African labour laws (e.g., BCEA, LRA, EE Act, POPIA). 2. Employee Relations & Support for Field Teams: •First Point of Contact: Serve as the primary HR contact for general employee queries from the Field & Activations teams, providing accurate information or escalating complex issues to the HR Business Partner. •Employee Welfare: Offer empathetic support and guidance to field employees on HR policies, procedures, and basic employee relations matters. •HR Communication: Assist in disseminating important HR communications, updates, and announcements to the Field & Activations teams effectively. •Disciplinary & Grievance Support: Provide administrative support in disciplinary and grievance processes, including scheduling meetings, preparing documentation, and accurate record-keeping. 3. Recruitment Support (for Field & Activations Roles): •Job Posting Support: Assist with preparing and posting job advertisements for field and activation roles on internal and external platforms. •Interview Scheduling: Coordinate and schedule interviews between candidates and hiring managers, often managing complex logistics for geographically dispersed teams. •Candidate Communication: Maintain timely communication with candidates throughout the recruitment process, ensuring a positive candidate experience. 4. Reporting & Data Management: •HR Reporting: Generate and compile basic HR reports as required (e.g., headcount, leave trends, recruitment status) to support HR Business Partner insights. •Data Accuracy: Proactively identify and correct discrepancies in HR data to ensure accuracy and reliability for reporting and decision-making. 5. General Administrative Support: •Provide general administrative support to the HR Business Partner and the broader HR team as required. •Assist with HR-related projects and initiatives. Key Interfaces: •Internal: HR Business Partner - Commerce, Field & Activations Management Team, Field & Activations Employees, Payroll Department, Finance Department, Legal Team, Learning & Development. •External: Candidates, HRIS/Payroll System Providers, Benefits Administrators, Recruitment Agencies (as needed). Qualifications Qualifications: •National Diploma or Bachelor's degree in Human Resources, Business Administration, or a related field. Experience: •1-3 years of proven experience in an HR administrative, coordination, or support role, preferably within a fast-paced environment or for a large, dispersed workforce (e.g., retail, logistics, events, or field-based operations). •Experience working with an HR Information System (HRIS) or Human Resources Management (HRM) system is essential. •Familiarity with basic South African labour legislation (e.g., BCEA, LRA) and POPIA. Additional information Skills & Competencies: •Organisational & Time Management: Excellent ability to manage multiple tasks, prioritise effectively, and meet deadlines in a dynamic environment with often urgent requests from field teams. •Attention to Detail: Meticulous approach to data entry, record-keeping, and document preparation. •Communication Skills: Clear, concise, and professional written and verbal communication skills, with the ability to interact effectively with a diverse workforce, including remote teams. •Tech Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with HRIS/HRM systems. •Problem-Solving: Ability to identify and resolve routine operational HR issues efficiently and accurately. •Inter-personal Skills: Strong ability to build rapport and communicate effectively and empathetically with employees at all levels. •Confidentiality: High level of discretion and integrity when handling sensitive employee and company information. •Adaptability: Ability to adapt to changing priorities and work effectively in a fluid, project-driven environment. Personal Attributes: •Service-oriented: Committed to providing excellent support to employees and managers. •Proactive & Self-motivated: Takes initiative and can work independently while also being a strong team player. •Patient & Empathetic: Possesses a genuine interest in supporting employees and resolving their concerns. •Highly organised and detail-focused. •Resilient: Able to handle the demands of a fast-paced environment and occasional urgent requests.