HR Assistant at KEMRI

JOB PURPOSE: 

The purpose of this role is to provide efficient and effective administrative support within established HR policies and procedures. Responsibilities include performing various variety HR administrative support including HRMIS functions, managing personnel records, processing contracts, and coordinating work permits. Additionally, the role supports routine recruitment coordination and assists with general office functions as needed under the supervision of the Senior Human Resources Officer (SHRO).

Description: 

REPORTS TO:  Senior Human Resource Officer (SHRO) – Nairobi

INDIRECTLY SUPERVISES:  None

BUDGET AND RESOURCE RESPONSIBILITY:

Will have limited role in planning expenditure and managing funds.

KEY RESPONSIBILITIES:

• Recruitment Support:  coordinate interviews, onboarding new hires, handle relocation logistics and probation tracking.
• Employee Record Management: Maintain accurate and confidential employee records, Open and maintain personnel files, ensure accuracy of physical and digital records. Handle paperwork for hiring, terminations, and status changes.
• Compensation and Benefits Support: Aid in benefits enrolment, handle inquiries, and assist with benefits administration tasks.
• Training and Development Support: Coordinate training sessions, assist in developing training materials, and track employee training progress.
• HR Compliance Support: Assist in maintaining compliance with labour laws and HR policies, and support audits and reviews.
• Employee Relations Support: Assist in resolving employee relations issues, handle grievances, and maintain confidentiality.
• Administrative Support: Provide general administrative assistance, schedule meetings, and maintain office supplies in HR,
• Staff travel documents preparation, Draft Visa letters and process travel Insurance. Payroll Support: Assist with payroll processing, verify timesheets, and handle payroll inquiries.
• Work Permit Application Support: Collate application documents, draft letters, and follow up on application statuses with relevant authorities.
• Contract Preparation: Prepare staff contracts, coordinate with signatories, and ensure contract compliance.

JOB SPECIFICATION:

• Minimum Diploma in Human Resource Management or in related specialization of study
• Member of IHRM
• Minimum of two (2) years relevant experience in records management and general HR administrative tasks in a busy multi-cultural environment

Desired Skills

• Computer literate with proficiency in Microsoft applications; knowledge of HRMIS system is an added advantage.
• Record keeping skills and ability to generate reports as required.
• HR generalist work experience.

SKILLS AND COMPETENCE:

• Demonstrate high levels of integrity and confidentiality.
• Excellent interpersonal, verbal and written communication skills and ability to network, build and maintain strong relationships.
• Strong Organizational, planning and administrative skills.
• Good attention to detail and ability to work with minimal supervision.
• Teamwork and ability to work in diverse teams.