Assistant Human Resource Administration Manager at Aga Khan Education Service, Kenya (AKESK)

Role Summary:
The role is responsible for managing the day-to-day HR administrative activities and ensuring the efficient, timely and compliant delivery of HR processes across AKES, Kenya.

Key Responsibilities:
Reporting to the Head of HR, this incumbent will oversee the running of the HR department and provide management and direction for the efficient and timely execution of HR processes.

Recruitment

• Oversee the recruitment process.
• Review job advertisements prior to posting, screen CVs, conduct telephone screenings, coordinate interview teams, and participate in interviewing candidates.
• Provide advice and assistance to supervisors on staff recruitment and ensure they are conducted in accordance with the policy.
• Facilitate the assessment and interview process.
• Participate in applicant interviews, ensure reference checks are collected on possible candidates.
• Work with line managers to document a comprehensive induction program.
• Drive the confirmation process for each new employee within the probation period.
• Oversee the preparation of contracts of employment.
• Oversee the immigration process for expat employees.

Human Resource Information Management

• Ensure timely renewal of contracts.
• Oversee the HR database and ensure that system records are accurately recorded and maintained.
• Manage the custody of updated and accurate employee and general HR records in a confidential and secure manner, in full compliance to statutory requirements and regulations.
• Ensure that staff files, contracts and other employee information are maintained and updated.
• Prepare monthly reports regarding terminations, transfers, and new hires.

Payroll and Budget

• Coordinate with payroll accountant in the preparation of monthly Payroll.
• Advise CFO on appropriate staffing levels and assist in budget preparation.
• Review employee final payments for accuracy and compliance with labour laws.

Training, Development and Performance Maintenance

• Make recommendations for employee training and development.
• Monitor all training & development undertaken by employees for ROI.
• Oversee the coordination and implementation of annual performance reviews.

Employee Relations

• Monitor daily attendance and investigate causes for staff absences and recommend solutions on how to resolve attendance issues.
• Monitor scheduled absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately covered to ensure continuity of services.
• Inform affected staff of unexpected absences from work and coordinate actions to ensure the continuity of services.
• Monitor prompt claims settlement within agreed SLA timelines for medical, pension, Group Life Assurance, GPA and WIBA if applicable to ensure in line with the SLA with the service providers.
• Undertaking the monthly review of all staff joiners and leavers to ensure service providers are duly updated.
• Coach and counsel employees.
• Oversee the disciplinary process.
• Facilitate proper investigations into employee relations issues and work to ensure human resources-related decisions are consistent and fair.
• Initiate, coordinate, and enforce systems, policies and procedures.
• Manage employee engagement plan and initiatives.

The requirements

Qualifications and Experience:

• Bachelor's degree in HRM.
• Minimum 3 years human resources experience. An ideal candidate must have experience with HR procedures and one who can juggle various administrative tasks promptly.
• Must be familiar with Employment Laws and regulations governing Human Resources.
• Ability to work with managers to assess complex issues pragmatically.
• Excellent written and verbal English and Local Language skills.
• Ability to interact with and lead employees at various Levels.
• Strong understanding of confidentiality as it relates to Human Resources.
• Proficient in MS Office, including Word, Excel, and Outlook.
• Excellent organizational and multitasking abilities.
• Comfortable in a fast-paced and often-changing environment:
• Must have the ability to multitask and prioritize quickly.