HCM Assistant – Records Management at KCA University

JOB OBJECTIVE

• The job holder will be responsible for providing administrative support within the Human Capital Management department.

DUTIES AND RESPONSIBILITIES:

• Maintain up-to-date employee files (digital and physical).
• Maintain and update staff records, ensuring accuracy and confidentiality.
• Capture and update employee information in the Human Resource Information System (HRIS).
• Prepare and submit payroll data such as attendance, allowances, and deductions.
• Assist in job application tracking and interview scheduling.
• Coordinate onboarding logistics and documentation for new hires.
• Assist in the administration of statutory deductions, staff benefits, and leave balances.
• Track and update training attendance, evaluation, and related reports.
• Provide administrative support for grievance handling, disciplinary meetings, and staff communications.
• Assist in staff welfare programs and other staff engagement initiatives.
• Compile and prepare monthly, quarterly, and annual HR reports, including Staff Establishment Reports, Recruitment Status Reports and Training Participation Reports.
• Generate HRIS-based reports for decision-making and workforce planning.
• Ensure proper records are kept on the movement of records to and from the HCM office.
• Any other duty that may be assigned by your supervisor.

QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in Human Resources Management or a related field from an accredited/recognised institution.
• One (1) year of experience in HR, administration or related field.

WORK EXPERIENCE

OTHER SKILLS AND COMPETENCIES

• Strong understanding of labour laws and HR best practices.
• Excellent communication, interpersonal, and problem-solving skills.
• Excellent IT skills.