Job Title
Senior HR Officer
Employment Type
Full Time
3 to 5 years
Job Published
27 June 2022
Job Reference No.

Job Description


The Senior HR Officer reports to Assistant HR Manager and Group HR Manager.


Supports Human Resources department by performing Human Resources generalist functions for the client.


HR Administration duties

  • Prepare for review by Group HR Manager contracts, job description, contract addendums, increment, leave and acting allowance letters for the group to be signed off by Group HR manager and CFO.
  • Recruitment process including but not limited to:
    • Identifying a valid need for a new employee & positions
    • Responding to Head of Department/ OSM request for new offshore personnel
    • Preparation of job description and job advert
    • Review CV’s and present relevant CV’s to HOD’s/Line Managers with vacancy
    • Perform reference checks on suitable candidates and validate certificates
    • Set up interviews with candidates
    • Interview and selection
    • Reporting HR admin projects to Group HR Manager bi-weekly
    • HR Filing system

HR & Crewing

  • Maintain leave (annual, sea, family responsibility, sick and family responsibility) balance reports for office and offshore employees, which includes but is not limited to the following:
    • Update monthly
    • Follow up on employees with large leave balances for leave planning schedule ( in conjunction with the persons department manager)
    • Ensure leave that accrues within a leave cycle is taken within 6 months of leave cycle expiry
    • Monitor negative leave balances to ensure this balance is never below -3
    • Present for payment/deduction when employee contract is terminated
    • Ensure accurate leave days are presented on employee monthly payslips
  • Prepare for review and confirmation by OSMM and crew quarterly offshore leave schedule.
  • Prepare year to date offshore leave balance schedule to be used when planning crew changes.
  • Coordinate HR projects (meetings, training, surveys etc) and take minutes
  • Assist timeously with employee requests regarding human resources issues, HR policy queries, and regulations.
  • Ensure Group organogram’s are up to date and communicated and circulated Group wide.
  • Ensure HR system and all e-filing is managed, maintained and executed timeously.
  • Must deal timeously with employee matters, grievances and disciplinary hearings. Chair hearings as well as be up to date with all labour relations legislation.
  • Ensure employee wellness programs rolled out successfully for the CLIENT Group
  • Ensure all IOD’s are managed, captured and admin executed it to legislative requirements in conjunction with the HR Training Officer.
  • Communicate with public services when necessary, hospitals, UIF, Labour department, etc.
  • Ensure that initial orientation for newly hired employees is provided on first day of employment, together with security tags.
  • Exit interviews for all leavers.
  • Update and maintain HR personnel records and database daily
  • Prepare for review contracts for casual employees and payment schedules. HR General correspondence.
  • Assist Group HR Manager with HR reporting, and all other HR ad hoc related queries general HR project work.
  • Ensure constantly up to date with RSA & Namibian HR legislation.
  • Assist with staff welfare functions (i.e. Braai’s, baby showers, farewells etc).

HR Payroll (PASTEL):

Must be able to execute this function only in the absence of the responsible employee.

  • Prepare timeously an accurate monthly Pastel HR report with summary of HR transactions for the month for the complete Group
  • Prepare monthly vessel schedules confirming days with final crew change list, Masters POB, attendance registers of departments, training schedule, IOD forms, leave forms, etc.
  • Review all overtime requests for Group but not limited to the following:
    • Ensure that pre-approval has been granted by the line manager or Director
    • Check overtime hours requested reconcile to security logs, weekly minimum required hours, and overtime pre-approval
    • Check workshop/casual worker/security timesheets on weekly and monthly basis ensuring reconciliation to security logs, minimum required hours, and overtime pre-approval.
  • Prepare accurate monthly payroll on excel for review by Group HR manager, CFO & Finance Department ensuring but not limited to:
    • All company/employee deductions/contributions have been made
    • All contract amendments (increase, acting allowances, terminations, unpaid leave, leave pay-out etc) have been included
    • All other details affecting payroll have been included and processed appropriately
  • Process payroll on Pastel accurately and timeously
  • Provide employee data for EMP201 and EMP501 for the group
  • Submit monthly SSC, UI19 forms and VAT returns for the group
  • Prepare employee reconciliation and PAYE returns yearly for the group
  • Preparation of IRP5 information for SARS submission, distribution of IRP5’s and assistance with employee queries
  • Preparation of information for Tax clearance certificates for offshore personnel.


  • Human Resources Degree
  • 5 – 8 Years’ experience in fast paced HR environment
  • PC literacy MS Office, Compulsory
  • Pastel payroll knowledge experience
  • Basic knowledge of SA labour law
  • Excellent organizational skills
  • Strong communications skills