Talent Acquisition Administrator

About iKhokha

iKhokha is a place where chance takers become change makers. At iKhokha, we’re made to make it. As you’d expect, our pace is fast-moving and ever-changing. We like it that way. As one of the fastest growing Fintech’s in Africa we’ve built a team of global change-makers who want to make an impact. If you believe that you are made to make it, be a chance-taker and help us empower small businesses in South Africa.

Job Description

iKhokha is looking for an organised, detail-driven Talent Acquisition Administrator to be the engine behind our recruitment team. If you thrive on keeping things running smoothly, love coordinating moving parts, and bring a proactive, people-first approach to everything you do, this one’s for you.

What You'll Do

Recruitment Administration & Coordination Support

• Provide recruitment administration and coordination support to the Talent Acquisition team, ensuring a professional and efficient recruitment experience for candidates, hiring managers, and internal stakeholders.
• Coordinate and schedule interviews across the business.
• Execute background and reference checks.
• Administer and support the ATS (SmartRecruiters).
• Maintain recruitment reports, trackers, and analytics.
• Manage new starter administration and handover to Onboarding and Talent Ops.
• Perform general Talent Acquisition administration, ensuring records and processes are maintained to a high standard.

End-to-End Interview Coordination

• Coordinate and schedule interviews, ensuring professional experiences for candidates and interview panels.
• Check calendar availability for interview panel members and book appropriate meeting rooms.
• Liaise with panel members, candidates, and executive assistants to align schedules.
• Confirm interview details with all parties and send calendar invitations.
• Schedule interviews on SmartRecruiters and maintain accurate records.
• Follow up with candidates and stakeholders to ensure timely responses and confirmations.

Background & Reference Checks

• Coordinate and execute background and reference checks for shortlisted candidates.
• Load criminal, fraud, and other relevant checks on the MIE platform.
• Coordinate fingerprint captures for local and remote candidates, including booking appointments and communicating details.
• Conduct reference checks with direct line managers using the iKhokha reference template.
• Flag any concerns from reference calls to the relevant TA Officer with clear documentation.
• Coordinate international checks via MIE where required.
• Ensure all consent forms, results, and reference documentation are filed accurately.

ATS Administration (SmartRecruiters)

• Act as the Subject Matter Expert (SME) for our ATS, SmartRecruiters, ensuring the system is accurately maintained and effectively used.
• Create and load job advertisements on SmartRecruiters based on specifications.
• Add new employees and deactivate terminated employees monthly.
• Grant system access and permissions to line managers.
• Configure people movement letters and offers via SmartRecruiters.
• Respond to ATS-related queries and assist with system configurations.

Recruitment Reporting & Analytics

• Maintain, update, and distribute recruitment reports and trackers.
• Update and maintain reports ensuring accuracy before distribution.
• Compile monthly new on-board and placement reports.
• Support EE reporting and quarterly talent reporting.
• Identify and flag data discrepancies or missing information.

New Starter Administration

• Manage the administrative handover of new starters from Talent Acquisition to the Onboarding and Talent Ops teams.
• Add confirmed new starters to SmartRecruiters.
• Send new starter notifications to Onboarding and Talent Ops with required information.
• Ensure the Onboarding team has necessary resources.
• Support the TA team with the preparation of offer letters and related documentation.

Employer Branding Support

• Support the Talent Acquisition team’s employer branding efforts in coordination with the Marketing team.
• Liaise with the TA team to confirm roles for social media promotion.
• Prepare job post links from SmartRecruiters and share them with Marketing.
• Reinforce and share job posts on social media platforms.
• Audit the iKhokha careers website for quality and consistency.

General Administrative Duties

• File and maintain documents on the iKhokha OneDrive.
• Create job adverts, HR documents, and process guides.
• Provide administrative support to TA Officers and the Chief of Talent.
• Handle ad-hoc queries from candidates and internal stakeholders.

Qualifications

• Completed Matric (required)
• Completed Degree/Diploma specializing in Human Resource Management, Industrial Psychology, or related field would be advantageous.

Deal Breakers

• Minimum 2-3 years’ experience in recruitment administration, HR administration, or talent coordination or similar role.
• Experience coordinating interviews and managing multiple diaries across stakeholders.
• Experience working with an Applicant Tracking System (SmartRecruiters preferable).
• Experience conducting background and reference checks using MIE (or equivalent platform experience advantageous).
• Completed qualification/course with MIE in order to administer taking fingerprints.
• Experience compiling and maintaining HR or recruitment reports.
• Strong administrative and organizational skills with the ability to manage multiple tasks and competing priorities.

Additional Skills & Experience

• Proficiency in MS Office (Outlook, Excel, PowerPoint).
• Excellent written and verbal communication skills.
• Proactive, solutions-oriented, and able to engage confidently with candidates and stakeholders.
• Strong attention to detail with the ability to identify and flag inconsistencies.
• A self-starter who takes initiative and operates effectively in a fast-paced environment with minimal supervision.
• Ability to handle sensitive and confidential information with discretion.
• Professional and service-oriented approach to all interactions.

Perks of Joining the Tribe

• Work in a high-growth company with tangible results you’re accountable for.
• Enjoy hybrid, remote, and in office work models.
• Competitive remuneration and benefits, including Medical Aid and Group Risk scheme contributions.
• Be guided by visionary leadership.
• Seize the opportunity for study leave.
• Access to on-demand learning and development.
• Experience a friendly, collaborative culture with a team of all-round-lekker humans (it’s true, we surveyed our Employees and they told us so).

Stay Sharp! Job Scam Awareness

*Apply the iK way: Go via our Careers page or verified platforms (Smart Recruiters). We’ll never ask for payment, personal financial details, or anything unusual during the hiring process. If someone does, it’s a scam, report it. If something feels off, pause and confirm the role on our site before responding. Your journey to join the iKTribe starts with trust and we’re here to keep it simple and secure.