ESSENTIAL FUNCTIONS

Professional Conduct & Compliance

Conduct oneself professionally at all times and maintain a neat and presentable appearance in accordance with Company grooming and uniform standards.

Report to work on time, maintain awareness of schedules, and communicate any absence in a timely manner.

Comply with all Four Seasons policies, including Category One and Category Two Work Rules, Code of Conduct, and departmental procedures.

Uphold the Four Seasons Behaviours:

• Start with the Heart
• Elevate Your Craft
• Be You

Maintain strict confidentiality regarding employee records, medical information, investigations, payroll, and other sensitive information.

Employee Relations & Welfare

• Assist the Assistant People & Culture Manager in managing employee relations matters, investigations, disciplinary processes, counseling sessions, grievances, and conflict resolution.
• Act as an objective third party or witness during counseling sessions, investigations, and hearings when required.
• Prepare disciplinary documentation, hearing minutes, warning letters, and employee relations records in accordance with EmPact guidelines and labor laws.
• Escalate any potential legal risks or complex employee relations matters to the Assistant People & Culture Manager and People & Culture Manager.
• Support employees with inquiries regarding policies, benefits, procedures, and workplace concerns.
• Monitor and follow up on employees on sick leave, maternity leave, injury leave, compassionate leave, or extended absences, ensuring regular communication and updates.
• Support the coordination of employee wellbeing initiatives and committee activities.
• Assist with employee transportation and welfare matters, including NCAA processes where applicable.

Recruitment, Onboarding & Talent

• Coordinate recruitment activities including vacancy postings, interview scheduling, candidate communication, reference checks, and onboarding documentation.
• Ensure applicants receive timely responses and maintain Four Seasons candidate experience standards.
• Facilitate Embark orientation and onboarding programs for new hires.
• Build strong relationships with new employees and support them throughout their probation period.
• Track probation reviews and ensure timely completion by leaders.
• Support Designated Trainers (DTs) and departmental onboarding processes.

HR Administration & Systems

• Maintain complete and accurate employee records in both physical and electronic formats.
• Ensure Workday and Aruti systems are updated accurately and timely with employee data, movements, transfers, promotions, and separations.
• Generate and analyze reports from Workday, Aruti, and other systems to support decision-making.
• Monitor contract expiries, permits, visas, medicals, and other compliance requirements.
• Maintain departmental filing systems and ensure compliance with document retention standards.
• Coordinate exit clearance processes, certificates of employment, and employee separations.
• Manage the People & Culture internal mailbox and respond to inquiries professionally and promptly.

Payroll Support

• Assist with payroll preparation, audits, and reconciliation activities in coordination with Finance.
• Verify attendance records, leave balances, overtime documentation, and employee changes affecting payroll.
• Ensure payroll-related documentation is submitted accurately and within deadlines.

Employee Engagement & Communication

• Assist in organizing employee engagement activities, recognition programs, and celebrations.
• Coordinate Employee of the Month, Manager of the Quarter, birthdays, anniversaries, honesty awards, and other recognition initiatives.
• Support employee communication channels including notice boards, newsletters, digital platforms, and employee meetings.
• Assist in conducting surveys, focus groups, and employee engagement action plans.
• Support community outreach and sustainability initiatives in partnership with relevant committees.

Employee Housing & Logistics

• Support employee housing administration including room assignments, check-ins, check-outs, inspections, and occupancy tracking.
• Assist with housing records, inventory management, and accommodation audits.
• Support transport arrangements for employees and related logistics.

Departmental Support

• Provide administrative and operational support to the Assistant People & Culture Manager.
• Act in the absence of the Assistant People & Culture Manager when delegated.
• Participate in special projects and cross-functional initiatives that enhance employee experience and operational effectiveness.
• Perform any other duties assigned by the Assistant People & Culture Manager or People & Culture Manager.

NON-ESSENTIAL FUNCTIONS

• Support employee events, sports activities, and social calendars.
• Assist departments during operational crunch periods as required.
• Support temporary assignments at other Company locations when needed.
• Assist in updating employee notice boards and communication materials.
• Support employee amenities including sympathy, promotions, and new baby recognitions.
• Participate in committees and culture-building initiatives.

KNOWLEDGE & SKILLS

Education

Degree or Diploma in Human Resources, People & Culture, Business Administration, or related field.

Experience

Minimum one to two years of experience in Human Resources, Employee Relations, or People & Culture operations, preferably within hospitality.

Skills & Abilities

• Strong interpersonal and communication skills.
• Knowledge of Tanzanian labor legislation and employee relations practices.
• Proficiency in Microsoft Office Suite.
• Experience with HR systems such as Workday and Aruti is preferred.
• Strong organizational and analytical skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work effectively in a remote operational environment.
• Excellent written and spoken English; Swahili is an advantage.

TRAVEL REQUIREMENTS

Occasional travel may be required to support operational needs or Company initiatives.

Tanzanian Nationality

• Conduct oneself professionally at all times and maintain a neat and presentable appearance in accordance with Company grooming and uniform standards.
• Report to work on time, maintain awareness of schedules, and communicate any absence in a timely manner.
• Comply with all Four Seasons policies, including Category One and Category Two Work Rules, Code of Conduct, and departmental procedures.
• Maintain strict confidentiality regarding employee records, medical information, investigations, payroll, and other sensitive information.
• Assist the Assistant People & Culture Manager in managing employee relations matters, investigations, disciplinary processes, counseling sessions, grievances, and conflict resolution.
• Act as an objective third party or witness during counseling sessions, investigations, and hearings when required.
• Prepare disciplinary documentation, hearing minutes, warning letters, and employee relations records in accordance with EmPact guidelines and labor laws.
• Escalate any potential legal risks or complex employee relations matters to the Assistant People & Culture Manager and People & Culture Manager.
• Support employees with inquiries regarding policies, benefits, procedures, and workplace concerns.
• Monitor and follow up on employees on sick leave, maternity leave, injury leave, compassionate leave, or extended absences, ensuring regular communication and updates.
• Support the coordination of employee wellbeing initiatives and committee activities.
• Assist with employee transportation and welfare matters, including NCAA processes where applicable.
• Coordinate recruitment activities including vacancy postings, interview scheduling, candidate communication, reference checks, and onboarding documentation.
• Ensure applicants receive timely responses and maintain Four Seasons candidate experience standards.
• Facilitate Embark orientation and onboarding programs for new hires.
• Build strong relationships with new employees and support them throughout their probation period.
• Track probation reviews and ensure timely completion by leaders.
• Support Designated Trainers (DTs) and departmental onboarding processes.
• Maintain complete and accurate employee records in both physical and electronic formats.
• Ensure Workday and Aruti systems are updated accurately and timely with employee data, movements, transfers, promotions, and separations.
• Generate and analyze reports from Workday, Aruti, and other systems to support decision-making.
• Monitor contract expiries, permits, visas, medicals, and other compliance requirements.
• Maintain departmental filing systems and ensure compliance with document retention standards.
• Coordinate exit clearance processes, certificates of employment, and employee separations.
• Manage the People & Culture internal mailbox and respond to inquiries professionally and promptly.
• Assist with payroll preparation, audits, and reconciliation activities in coordination with Finance.
• Verify attendance records, leave balances, overtime documentation, and employee changes affecting payroll.
• Ensure payroll-related documentation is submitted accurately and within deadlines.
• Assist in organizing employee engagement activities, recognition programs, and celebrations.
• Coordinate Employee of the Month, Manager of the Quarter, birthdays, anniversaries, honesty awards, and other recognition initiatives.
• Support employee communication channels including notice boards, newsletters, digital platforms, and employee meetings.
• Assist in conducting surveys, focus groups, and employee engagement action plans.
• Support community outreach and sustainability initiatives in partnership with relevant committees.
• Support employee housing administration including room assignments, check-ins, check-outs, inspections, and occupancy tracking.
• Assist with housing records, inventory management, and accommodation audits.
• Support transport arrangements for employees and related logistics.
• Provide administrative and operational support to the Assistant People & Culture Manager.
• Act in the absence of the Assistant People & Culture Manager when delegated.
• Participate in special projects and cross-functional initiatives that enhance employee experience and operational effectiveness.
• Perform any other duties assigned by the Assistant People & Culture Manager or People & Culture Manager.
• Support employee events, sports activities, and social calendars.
• Assist departments during operational crunch periods as required.
• Support temporary assignments at other Company locations when needed.
• Assist in updating employee notice boards and communication materials.
• Support employee amenities including sympathy, promotions, and new baby recognitions.
• Participate in committees and culture-building initiatives.

• Strong interpersonal and communication skills.
• Knowledge of Tanzanian labor legislation and employee relations practices.
• Proficiency in Microsoft Office Suite.
• Experience with HR systems such as Workday and Aruti is preferred.
• Strong organizational and analytical skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work effectively in a remote operational environment.
• Excellent written and spoken English; Swahili is an advantage.

• Degree or Diploma in Human Resources, People & Culture, Business Administration, or related field.