HR Assistant at Strathmore University

Reporting: Program Director-BMIA Project

Relationships And Contacts:

• Dean and members of Management Committee.
• Faculty members.
• Collaborative partners, partner business schools in Kenya and globally.
• Interdepartmental relationships with colleagues across the Business School.

Job Purpose

The Bloomberg Africa Media Initiative is a multi-disciplinary program launched by Michael R. Bloomberg in 2014 to advance business journalism in Africa in order to accelerate development of a globally competitive media and financial reporting industry to improve market transparency, economic growth and governance.

The initiative provides cross-disciplinary educational programs and mid-career fellowships to increase the number of highly trained business and financial journalists, and convenes media, business and technology leaders to promote interactive dialogue and build strong relationships to enhance the quality of financial coverage.

The Strathmore Business School, Center for Business Journalism is serving as the Secretariat responsible for the implementation of the training program in five African countries (Ghana, Zambia, Sierra Leone, Tanzania and Cote D’ivoire).

HR Assistant Job Responsibilities:

• Answering contract questions to all faculty hired to implement the program
• Processing incoming mail related to payments of fees to consultants and faculty
• Creating and distributing documents related to SBS hiring policies and terms
• Serving as a point of contact with benefit vendors/administrators
• Maintaining computer system by updating and entering data on all recruited staff and faculty
• Setting appointments and arranging meetings for the Secretariat
• Compiling reports and spreadsheets and preparing spreadsheets related to staff budgets

Recruitment/New Hire Process

• Participating in recruitment efforts to support implementing countries
• Scheduling job interviews and assisting in interview process
• Collecting employment and tax information
• Ensuring background and reference checks are completed
• Preparing new employee files
• Overseeing the completion of compensation and benefit documentation
• Orienting new employees to the organization (setting up a designated log-in, workstation, email address, etc.)
• Conducting benefit enrollment process
• Administering new employment assessments
• Serving as a point person for all new employee questions

Payroll and Benefits Administration

• Processing payroll, which includes ensuring vacation and sick time are tracked in the system
• Answering payroll questions
• Facilitating resolutions to any payroll errors
• Participating in benefits tasks, such as claim resolutions, reconciling benefits statements, and approving invoices for payment

Record Maintenance

• Maintaining current HR files and databases
• Updating and maintaining employee benefits, employment status, and similar records
• Maintaining records related to grievances, performance reviews, and disciplinary actions
• Performing file audits to ensure that all required employee documentation is collected and maintained
• Performing payroll/benefit-related reconciliations
• Performing payroll and benefits audits and recommending any correction action
• Completing termination paperwork and assisting

The job description is a guide to the level and range of responsibilities the post-holder is expected to undertake initially and duties of that post may be altered from time to time to meet changing demands

Requirements

• Degree holder from a recognized university
• Must be adept at problem-solving, including being able to identify issues and resolve programs in a timely manner
• Must possess strong interpersonal skills
• Must be able to communicate clearly, both written and orally, as to communicate with employees, members of the HR management team, and in group presentations and meetings
• Must be able to effectively read and interpret information, present numerical data in a resourceful manner, and skillfully gather and analyze information
• Must be able to prioritize and plan work activities as to use time efficiently
• Must be organized, accurate, thorough, and able to monitor work for quality
• Must be dependable, able to follow instructions, respond to management direction, and must be able to improve performance through management feedback