Associate, HR Department at Aga Khan University Hospital

Applications are invited from qualified candidates for the above position based in Nairobi Kenya. The position holder will report to the HR Business Partner, Academics in the Human Resource Department.

Key Responsibilities:

Employee Onboarding & Experience:

• Conduct employment reference verification for potential new employees.
• Manage onboarding and coordinate with additional stakeholders (e.g., IT for equipment set-up and L&D for induction training).
• Manage probation evaluations and confirmations for staff
• Conduct all exit interviews.

HR Advisory & Support

• Act as a first point of people contact for all employees, answering queries on process and policy where possible and referring to the Shared Service Centre Manager lead where a more comprehensive response is required
• Issue service letters to employees
• Verify experience requests received from external employers
• Support the wider HR team and business in any ad hoc administrative requirements.
• Liaise with employees and line managers as required and in a timely manner, dealing with day-to-day enquiries and problem solving where possible.
• Support in employee records management

Employee Relations

• Assist in the management of employee grievances, disputes, and disciplinary cases, ensuring an equitable and fair treatment.

Payroll and Benefits Administration:

• Assist in the documentation required for input for release of payroll.
• Review and sign terminal benefits forms, resignation acceptance, contract conclusions and change in job status for staff members as per authority matrix for further processing.
• Validate leave entries to ensure the accuracy of records entered.
• Ensure that information sent for completion of Online Exit Checklist to respective departments for departing employees is accurate
• Manage employee separations including final settlement of retiring employees.
• Review receivables of resigned staff members.
• Ensure timely processing of employee old age benefits and PRMBS requirements.
• Ensure timely processing of staff personal loans.
• Timely sending of probationary performance appraisal forms and service confirmation letters to respective supervisor/ department head.
• Process incentive payments, special adjustments including additional qualifications/ responsibilities, etc. in line with approved policies.
• Maintain records for providing information to Finance, prepare and maintain on-going basis compensation related statistics.  

Requirements

• Bachelors’ degree in a relevant field. 
• 3 - 5 years of demonstrated work experience.
• Proven track record of providing People/HR administrative support to a large, multi-site, multi-disciplined organisation.
• Experience of assisting with HR Processes.
• Problem solving and managing tight deadlines.
• Prioritization of own workload in a busy office environment.
• Accurate and timely data entry onto people systems – ensuring the ongoing integrity of data.
• Maintenance of up-to-date filing system – Including electronic files.

Knowledge and Competencies:

• Able to communicate effectively with people at all levels in both writing and verbally.
• Understand and be able to articulate information appropriately, delivering the right message at the right time in the right manner.
• Able to engage and influence peers, colleagues and stakeholders.
• Focuses on priorities and deliverables and follows up to ensure goals are achieved.
• Able to manage multiple tasks effectively and focus on priorities and deliverables
• Act as a role model for the institution's values and behaviours.
• Self-disciplined in allocating and utilising their time.
• Able to always consider the impact on the customer.
• Keeps abreast of all issues that may impact the customer.
• Able to maintain own continuous professional development (CPD) and knowledge of ‘best practice’ in the administration area.
• Attends and engages fully in any learning and development activities that are deemed appropriate by your line management.

Closing Date: 05/02/2023