REQUIREMENTS

A temporary vacancy has arisen for a HR Assistant in our Kenya business, to be based in Nairobi.

The role entails offering technical and administrative human resource services in the HR functions of Recruitment and Staffing, Training, Employee Relations, HR Information and Database administration, Engagement and Welfare, and Insurance, Payroll and Administration. Your key duties and responsibilities will be as follows, but not limited to:

Your day-to-day responsibilities will include:

Recruitment and Staffing

• Receive and maintain a database of job applications by sorting them per positions, source applications from recruitment companies, and or advertising as may be agreed
• Receive and file as appropriate New Employee Requisition Forms, and enforce usage of this form where it is not submitted by line managers
• Support in the shortlisting of applications, and call and schedule candidates for interviews, carry out interviews for positions of up to agreed work levels alongside relevant line supervisors
• Provide interview feedback to candidates as appropriate and timely
• Execute due diligence on selected candidates, in particular contact minimum 2 previous employers of a candidate, and another minimum 2 personal referees
• Create the induction programs with support from HRO and drive induction and onboarding of new candidates as appropriate

HR Records, Information and Database

• Maintain in softcopy the staff database complete with all employees’ relevant data, and update leavers and joiners details timely and as appropriate
• Review the database every 3 months to confirm updates and accuracy of employee information as part of quarterly report
• Maintain and update all employee personal files timely as required, and fill away all necessary correspondences into the files, within a weekly deadline
• Arrange the files neatly and in easily accessible order, for quick retrieval
• Retain a file movement register
• Maintain the Training Register file, and collect all training attendance records from the various line departments for filing and capturing in softcopy template
• Coordinate training programs per calendar

Employee Relations

• Receive and keep a report of any grievances from employees
• Support the administration of disciplinary procedures by receiving any indiscipline cases reported to HR department by front line supervisors and/or line managers for appropriate action
• Enforce compliance to disciplinary procedures
• Retain a monthly report for industrial cases handled across the business and submit as per agreed template
• Support conflict resolution when called upon, offer guidance on ideal people management practice to supervisors as may be needed
• Manage the employee exit process in the case of staff separations by writing and administering necessary correspondence, exit interviews, thorough clearance process documentation, processing terminal pay and safe retention of closed files. Ensure acknowledgement record is signed by leaving employee and file

HR Administration and Payroll Support

• Support incidents and accidents management and reporting to insurance by collating from SHE Officer all necessary documentation and send to insurance, and maintain the insurance register file
• Coordinate with the Admin Rider for pick and drop of required correspondence to various stakeholders as necessary
• Handle NSSF & NHIF related matters like staff queries, communications, updating staff records, and processing monthly remittances in liaison with Accounts office where needed
• Prepare relevant payroll monthly HR reports
• Retain a Probation Period Tracker
• Update the Leave Report Template on monthly basis for reporting by 3rd of a new month
• Support the branches and department develop Annual Leave Planners
• Maintain neatness and updates on all Company noticeboards, and update the Wall of Fame photos as necessary monthly
• Follow up with NITA on training reimbursement requests
• Coordinate in-house trainings

Engagement and Welfare

• Coordinate any staff welfare programs as per Welfare Policy, and handle related communications
• Support in coordinating the company staff engagement survey (YVC) as needful
• Oversee facility management and cleaniliness

• Undertake other ad-hoc responsibilities as required

Do you have what it takes? If you want to be considered for this role you will need:

• Relevant Tertiary Education – degree in HR or relevant field with experience
• Proficient in English & Kiswahili – written and spoken
• Related work experience minimum 1 year
• Customer Care experience advantageous
• Numerical acumen
• Computer literate
• Integrity/reliability
• Strong negotiation skills
• Persuasive
• Strong ownership & responsiveness
• High energy levels (action orientated)
• Self confident/assertive/passionate
• Problem solving skills/solution driven
• Strong demonstration of the values of service, relationships and teamwork
• Be self- motivated and display a high energy level
• Excellent planning and organisational skills
• Team player with a collaborative style
• Demonstrates the ability to take the initiative
• Highly developed communication skills (written / verbal / non-verbal)
• Ability to form strong customer relationships at all levels

BENEFITS

Are you interested? Here’s what you can expect when you join us…

• Opportunity for Growth