Context & Environment

Operates in a dynamic and challenging environment where meeting staff expectations can be difficult due to an ever-changing economic climate.

Requires frequent interaction with external agencies and regulatory bodies, including immigration authorities for expatriate staff compliance.

Involves working under pressure with strict deadlines and multiple priorities, demanding strong organizational and time-management skills.

Activities

• Maintain accurate employee records (hard and soft copies), including contracts, job descriptions, policies, MOUs, hosting correspondence, and other personnel files.
• Conduct routine audits of staff files to ensure completeness, currency, and compliance with internal audit guides.
• Manage document control, including versioning, secure storage, and retention schedules, while ensuring data privacy and confidentiality.
• Prepare HR correspondence, track approvals using digital tools, and organize HR filing systems and registers.
• Provide administrative support throughout recruitment, including scheduling, documentation control, candidate logistics, and reporting.
• Review new-hire documentation for completeness and compliance with audit requirements.
• Coordinate onboarding logistics such as workstation readiness, IT access, and induction packs to ensure a smooth transition for new hires.
• Conduct and coordinate initial orientation sessions, ensuring policy acknowledgment and compliance.
• Respond to employee inquiries regarding HR policies, rules, and procedures with professionalism and discretion.
• Support preparations for disciplinary and grievance hearings, including documentation, scheduling, and minute-taking.
• Coordinate employee wellness initiatives and staff engagement activities, tracking participation and outcomes.
• Organize HR projects such as meetings, workshops, and surveys, and accurately record minutes and action points.
• Administer training and development programs, liaise with external training bodies, and manage training logistics and records.
• Assist in payroll preparation by organizing and validating necessary inputs such as new hires, changes, overtime, and deductions.
• Support benefits administration, including medical insurance updates, group life assurance, staff lists, and age-band tracking, ensuring timely communication with employees and providers.
• Coordinate with service providers and external bodies such as TRA, WCF, PSSSF, NSSF, Immigration, and other regulators on submissions and compliance documentation.
• Support expatriate-related administration under supervision, including work and residence permits and semi-annual or annual returns.
• Track compliance calendars for statutory filings, renewals, and audits, and escalate risks proactively.
• Maintain HRIS data accuracy for employee movements, leave, training, and disciplinary records, reconciling discrepancies with source documents.
• Produce monthly HR dashboards and reports, including headcount, movements, leave, training, and welfare metrics for management review.
• Provide administrative support for medical supplies, office supplies, and vendor/service coordination relevant to HR operations.
• Manage HR-specific inventories such as induction kits, ID cards, and training materials, ensuring timely replenishment.
• Uphold professional ethics, confidentiality, and quality standards in all assignments.
• Support graduate trainee programs and internships, including placement logistics, evaluations, and reporting.

Candidate Profile

• Bachelor’s Degree in Human Resources Management (BHRM), Public Administration, Industrial Relations, or a related field.
• Strong written and verbal communication skills.
• Eligible to work in the United Republic of Tanzania
• Sound understanding of HR principles and Tanzania Labor law.
• Excellent organizational and time-management abilities.
• Basic knowledge of labor laws and HR best practices.
• Computer literacy, including Microsoft Office, with emphasis on MS Word, MS Excel & Power Point.
• Good interpersonal and listening skills with a customer-service orientation.
• Strong analytical and problem-solving skills.
• Prior working knowledge of any HRMIS will be an asset.
• High integrity, attention to detail, and ability to work independently.

Additional Information

TotalEnergies values diversity, promotes individual growth and offers equal opportunity careers.

• Maintain accurate employee records (hard and soft copies), including contracts, job descriptions, policies, MOUs, hosting correspondence, and other personnel files.
• Conduct routine audits of staff files to ensure completeness, currency, and compliance with internal audit guides.
• Manage document control, including versioning, secure storage, and retention schedules, while ensuring data privacy and confidentiality.
• Prepare HR correspondence, track approvals using digital tools, and organize HR filing systems and registers.
• Provide administrative support throughout recruitment, including scheduling, documentation control, candidate logistics, and reporting.
• Review new-hire documentation for completeness and compliance with audit requirements.
• Coordinate onboarding logistics such as workstation readiness, IT access, and induction packs to ensure a smooth transition for new hires.
• Conduct and coordinate initial orientation sessions, ensuring policy acknowledgment and compliance.
• Respond to employee inquiries regarding HR policies, rules, and procedures with professionalism and discretion.
• Support preparations for disciplinary and grievance hearings, including documentation, scheduling, and minute-taking.
• Coordinate employee wellness initiatives and staff engagement activities, tracking participation and outcomes.
• Organize HR projects such as meetings, workshops, and surveys, and accurately record minutes and action points.
• Administer training and development programs, liaise with external training bodies, and manage training logistics and records.
• Assist in payroll preparation by organizing and validating necessary inputs such as new hires, changes, overtime, and deductions.
• Support benefits administration, including medical insurance updates, group life assurance, staff lists, and age-band tracking, ensuring timely communication with employees and providers.
• Coordinate with service providers and external bodies such as TRA, WCF, PSSSF, NSSF, Immigration, and other regulators on submissions and compliance documentation.
• Support expatriate-related administration under supervision, including work and residence permits and semi-annual or annual returns.
• Track compliance calendars for statutory filings, renewals, and audits, and escalate risks proactively.
• Maintain HRIS data accuracy for employee movements, leave, training, and disciplinary records, reconciling discrepancies with source documents.
• Produce monthly HR dashboards and reports, including headcount, movements, leave, training, and welfare metrics for management review.
• Provide administrative support for medical supplies, office supplies, and vendor/service coordination relevant to HR operations.
• Manage HR-specific inventories such as induction kits, ID cards, and training materials, ensuring timely replenishment.
• Uphold professional ethics, confidentiality, and quality standards in all assignments.
• Support graduate trainee programs and internships, including placement logistics, evaluations, and reporting.

• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Basic knowledge of labor laws and HR best practices.
• Computer literacy, including Microsoft Office, with emphasis on MS Word, MS Excel & Power Point.
• Good interpersonal and listening skills with a customer-service orientation.
• Strong analytical and problem-solving skills.
• High integrity, attention to detail, and ability to work independently.

• Bachelor’s Degree in Human Resources Management (BHRM), Public Administration, Industrial Relations, or a related field.
• Eligible to work in the United Republic of Tanzania
• Sound understanding of HR principles and Tanzania Labor law.
• Prior working knowledge of any HRMIS will be an asset.