Job Detail

Job Description

The position provides administrative support to the Human Resource and Administration Department, ensuring quality delivery of HR services, smooth recruitment, onboarding, employee engagement, and adherence to policies and procedures.

Duties and responsibilities

• Provide administrative and logistical support for staff recruitment and selection processes, including sharing lists of all applicants, scheduling interviews, booking interview rooms, communicating with unsuccessful candidates, and conducting reference checks.
• Maintain an updated and relevant database of potential candidates for recruitment to ensure easy access and retrieval when positions become vacant.
• Coordinate the engagement of Community Resource Persons and Interns, ensuring that all processes and procedures are followed during their engagement.
• Facilitate the allocation of workstations and all necessary tools to new hires.
• Support the onboarding and the offboarding process by ensuring that staff receive identification cards and business cards when necessary and necessary deactivation.
• Enroll new employees and dependents into the medical scheme, update staff changes, and de-register staff who have exited the organization.
• Facilitate the orientation and induction process for new staff or staff transferring to the head office.
• Respond to employee queries, provide guidance on HR matters, and escalate cases to the supervisor when necessary.
• Assist in various communications, such as national holidays and providing support for employee welfare during bereavements, welcoming new staff, and weddings.
• Ensure requisitions are created for all new hires in MIS and follow up accordingly.
• Assist in coordinating corporate events, staff welfare, and wellness matters, including End of Year Parties, Benevolence activities, Team building, and Sports events.
• Coordinate employee training and development activities, both internal and external, and maintain records, including NITA reimbursement processes for all training undertaken by HiH EA Employees.
• Facilitate the necessary licenses, such as FKE and IHRM.
• Maintain safe and proper record-keeping by filing source documents, vouchers, and any other supporting accounting documents for future reference.
• Adhere to professional standards and the policies, procedures, structures, and systems of the organization.
• Facilitate the completion of general OSHA documents for the Head Office and Branches as needed.
• Undertake basic HR analytics and assist in completing necessary statistical reports as requested.
• Assume receptionist duties such as welcoming visitors, directing them to the appropriate staff members, answering phones, routing calls, and taking messages.
• Maintain an updated telephone extension directory for all Head Office extensions.
• Ensure organizational mail is posted, collected from the post office, and distributed on time. Handle incoming external mails, distribute them, and prepare outgoing mail, including bulk mail.
• Book accommodation for staff invited to the Head Office for activities in Nairobi following established procedures.
• Maintain a float for the Human Resource and Administration Department when required.
• Organize and oversee the Head Office Monday Morning Devotion program and the Friday employee common Tea.
• Facilitate and support staff with logistics planning for accommodation and travel, including booking air tickets, as requested.
• Assist in completing necessary statistical reports as requested.
• Take, disseminate, and file minutes of Human Resource and Administration Departmental meetings.

Job Specifications

• Bachelor is Degree Human Resource Management, Business Administration, or a related field.
• CHRP Part I or Diploma in Human Resource Management.
• Member of Institute of Human Resources Management (IHRM)
• Exceptional interpersonal skills and a strong team player with ability to relate well with and manage people’s issues from diverse backgrounds.
• Passion and commitment to quality service performance.
• Good organizational, planning, and problem-solving skills.
• Good communication and report writing skills with good spoken and written English and Kiswahili.
• Good knowledge of the Kenya Labor laws including disciplinary processes and grievance procedures.
• Working knowledge of computer applications including MS Office, Internet, and e-mail.
• High level of integrity and confidentiality.
• Good analytical skills, attention to details, and ability to multi-task and work in a fast-paced environment. and report writing skills.