Job Description: HR and Admin Officer – Jaffna

We are currently looking for a dependable and organized HR and Admin Officer to join our team in Jaffna. This position requires someone who can handle people-related matters and administrative responsibilities with equal care and attention. The ideal candidate will be reliable, methodical, and comfortable working with sensitive information and internal systems. If you take pride in your ability to maintain structure and support your colleagues effectively, this role may suit you well.

Position Summary:

The HR and Admin Officer is responsible for carrying out day-to-day personnel management tasks and handling the general administration of the office. This includes keeping records, coordinating recruitment and onboarding processes, maintaining employee files, overseeing attendance, and supporting internal communication.

The administrative side involves tasks such as managing office supplies, coordinating facility maintenance, handling travel arrangements, and ensuring the office operates efficiently. The person in this role will work under the direction of the HR Manager and will need to balance confidentiality with approachability.

Key Responsibilities:

Human Resources Responsibilities:

Maintain accurate and up-to-date employee records including personal files, contracts, and attendance.
Assist with staff recruitment including posting job ads, scheduling interviews, and preparing offer letters.
Handle onboarding and exit processes for employees—collecting documents, conducting briefings, and ensuring all checklists are completed.
Monitor attendance, leave, and overtime records, and ensure accurate monthly updates for payroll.
Assist with preparation of HR reports such as headcount, absenteeism, and staff turnover.
Support the implementation of company policies and ensure staff are aware of procedures.
Assist in organizing staff training, health & safety programs, and employee welfare activities.

Administrative Responsibilities:

Manage office supply levels—stationery, pantry items, and cleaning materials—and reorder when needed.
Oversee office facility upkeep, including furniture, utilities, internet service, and minor repairs.
Maintain accurate logs of incoming and outgoing mail, courier services, and company assets.
Coordinate local travel bookings, hotel reservations, and staff transport arrangements.
Liaise with vendors, maintenance workers, and service providers for operational needs.
Ensure office premises are clean, organized, and safe for all employees and visitors.
Handle filing, photocopying, and general clerical support as needed by the management.

Required Qualifications:

A diploma or degree in Human Resource Management, Business Administration, or a related field.
Minimum 2 years of work experience in a similar HR or admin support role.
Familiarity with HR policies, basic labor laws, and personnel documentation practices.
Competent in using MS Office (Word, Excel, Outlook) and comfortable with maintaining digital records.
Clear communication skills in Tamil and English, both written and spoken.

Preferred Attributes:

Experience working in a similar capacity in the Northern Province, particularly Jaffna.
Practical knowledge of attendance management systems and office coordination tools.
Calm, courteous, and respectful when dealing with internal staff and external visitors.
Organized and methodical in handling multiple tasks without losing track of deadlines.
Honest, confidential, and trustworthy with access to employee data and office records.

Work Conditions:

Based in a standard office setting in central Jaffna, accessible by public and private transport.
Regular working hours are Monday to Friday, 8:30 a.m. to 5:00 p.m.
Occasional requirements to support weekend events or urgent admin matters.
Interaction with all departments across the organization and frequent communication with external suppliers.
This role involves desk work, but also physical handling of files, office supplies, and minor facility checks.

What We Expect From You:

Maintain consistency, attention to detail, and a quiet commitment to quality in your daily tasks.
Be polite, firm, and reliable when coordinating with others—staff, vendors, or visitors.
Handle confidential employee data with care, integrity, and discretion.
Avoid delaying tasks. If a matter is urgent, take initiative and notify the right people.
Be comfortable doing background work that supports others, even if not always seen.

We value clarity, fairness, and responsibility. We are not looking for someone who just pushes paper—we want someone who understands that a well-organized HR and Admin office is what helps the rest of the team do their jobs smoothly.

What You Can Expect From Us:

A respectful and structured work environment where your role is understood and valued.
Support from management and your direct supervisor when dealing with difficult issues.
A clear set of procedures and forms to help you manage tasks without confusion.
Regular salary, annual leave, and contribution to statutory benefits (EPF/ETF).
Training opportunities to grow in HR and administrative operations.

Who Should Apply:

You live in or near Jaffna and want a long-term position in a stable organization.
You are organized, punctual, and able to follow set procedures without constant supervision.
You enjoy behind-the-scenes work that helps others stay organized.
You are comfortable maintaining and updating records regularly and accurately.
You value discretion and will not share internal information outside the office.

You should not apply if:

You find routine tasks boring or struggle with follow-through.
You are uncomfortable handling files, forms, and tracking data in Excel.
You are looking for a role where you can work remotely or without physical office presence.

Application Process:

To apply, please send:

A detailed CV with clear contact information and work history.
A short cover letter (in English or Tamil) explaining why this role suits you.
Names and contact details of two professional references, preferably former supervisors or employers.

Shortlisted candidates will be contacted for a face-to-face interview in Jaffna. Depending on the volume of applicants, only selected individuals will be contacted. The final selected candidate may be asked to attend a short practical task or trial day.

Search for more related jobs

Apply Now

Final Word:

This is a job that needs a steady hand and a quiet focus. It may not be the loudest role in the company, but it’s one of the most important. If you are someone who understands that proper paperwork, a well-run office, and a respectful workplace don’t happen by accident—but through consistent daily effort—then we’d be glad to hear from you.

Apply today if you’re ready to support both people and processes, and be a reliable part of a growing team in Jaffna.