Junior People Admin
Job description
At Okra Solar, we are looking for a People Admin. We need a proactive and detail-oriented People & Finance Administrator to keep our people operations, office, and processes running smoothly — from contracts and payroll prep to events, travel, and day-to-day office magic. If you’re excited about this role and want to be part of our challenging mission, you could be the right person to join us.
Key Responsibilities
HR Administration
- Prepare, update, and maintain employee and contractor documentation.
- Support onboarding processes for all staff in Portugal, Nigeria and China offices.
- Support Learning & Development activities, including scheduling internal and external training sessions.
Employee Mobility & Relocation
- Support travel and accommodation booking (flights, hotels) for employees and contractors.
- Coordinate visa processes and documentation for employee travels.
- Work with external agencies to facilitate smooth relocation processes.
Finance & Accounts Payable
- Assist with the preparation of payroll data for submission to finance or payroll providers.
- Manage accounts payable.
- Maintain records of purchases and ensure cost efficiency.
- Prepare and respond to investor reporting and requests.
Employer Branding & Events
- Support the organisation of internal events and office activities to strengthen company culture.
- Assist with external employer branding events.
Office Administration
- Ensure the office environments across all offices are clean, well-supplied, and conducive to productivity.
- Act as the main point of contact for office administration.
Hard Skills
- Competence with Google Workspace, including Sheets and/or Excel, Docs, and Slides.
- Experience with calendar scheduling tools (ideally Google Calendar) and communication platforms (ideally Slack).
- Ability to use travel booking platforms (e.g., Booking, Airbnb, Trip.com) and manage visa processes.
- Comfortable managing relationships with office suppliers, service providers, and relocation agencies.
- Basic labour law knowledge (Portugal mandatory, bonus for Nigeria, China and Australia).
- Fluent in English & Portuguese
Soft Skills
- Willingness to learn: Openness to new knowledge, techniques, and continuous improvement.
- Excellent communication: Clear and professional interaction with employees, vendors, and agencies, both written and verbal.
- Attention to detail: Accuracy in handling contracts, payroll data, and employee records.
- Organisation and prioritisation: Ability to manage multiple tasks and deadlines efficiently.
- Confidentiality: Commitment to protecting sensitive HR and finance information.
- Service orientation: Focus on supporting colleagues and enhancing the workplace environment.
- Adaptability: Flexibility to handle a wide range of tasks in a fast-paced setting.
- Initiative: Willingness to suggest and implement improvements in processes and office culture.
Required Experience
- Minimum: High School graduate.
- Minimum of 2 years in an administrative role with exposure to both HR and finance functions.
- Experience in fast-paced environments (ideally startups).
Nice to Have
- Experience in Event planning and management.
- Experience with office management tasks.
- Experience with HRIS platforms (e.g., BambooHR, Personio, Success Factors, HiBob) for employee records, contracts, and document management.
- Basic knowledge of accounting/ERP software (ideally Xero).
- Experience drafting contracts and addenda, and working with local lawyers
- Experience using Airtable.