Administrative Support

Our client is seeking to onboard a suitable resource for Administrative Support for their Couva office.

Our client is seeking to onboard a suitable resource for Administrative Support for their Couva office.

Job Summary:

These individuals will play a key role in ensuring the smooth and efficient operation of all onboarding activities, including data entry, credential validation, and orientation logistics.

Job Requirements:

Functions of Onboarding Support Personnel:

• Input contractor information (names, national ID, PLEA passport, drug test results, etc.) into the Contractor Information Management System (CIMS).
• Ensure data accuracy by cross-checking for discrepancies or missing documentation.
• Generate attendance lists for contractors scheduled to attend orientation sessions.
• Update records with contractors' orientation completion status, photos, and issued credentials (Yara access card, training card, TR2 TAR card).
• Manage online portal submissions and ensure document submission deadlines (24 hours prior to orientation) are met.

• Verify contractor credentials upon arrival at the orientation venue, ensuring only authorized individuals are permitted entry.
• Manage orientation logistics, including class size management, seating, and tablet distribution for the assessment.
• Coordinate with HESQ and M&E departments to ensure timely submission of required documents and smooth communication.
• Issue and print orientation cards, access cards, and other credentials after successful orientation and assessment completion.
• Support orientation sessions, ensuring that all contractors have access to necessary materials and instructions.

• Provide technical assistance during orientation sessions, focusing on tablet distribution and technical troubleshooting.
• Ensure proper functioning of the tablets used for assessments.
• Assist contractors with assessment-related issues during orientation.

Job Skills and Competencies:

• Ability to accurately input data and verify information.
• Ability to handle large volumes of data while maintaining accuracy.
• Ability to meet deadlines and process contractor information within 24 hours of submission.
• Proficiency in using data management software and online portals.

• Strong verbal and written communication to interact with contractors and internal departments.
• Professional conduct when managing contractor queries or issues during orientation process.
• Ability to manage several tasks simultaneously, including verifying credentials and managing orientation logistics.
• Competence in resolving issues related to missing credentials or scheduling conflicts.
• Proficiency in Microsoft Office Suite, especially Excel and Word.
• Experience in event or meeting logistics, handling large groups, and organizing documentation for attendees.
• Knowledge of security protocols for handling sensitive contractor information (e.g., drug test results, personal identification).
• Team Collaboration: should be able to work closely with other departments to ensure seamless onboarding processes.
• Ability to adapt to changing schedules and manage multiple orientation sessions with varying class sizes, and work in a high paced environment.
• Confidentiality: must handle all sensitive contractor information, such as drug test results and personal identification data, in a confidential and professional manner.

Job Qualifications:

• Associate or bachelor’s degree in business administration, Human Resource Management, Project Management, or related field.
• Two (2) years working in a professional setting.