HR Assistant III at Catholic University of Eastern Africa

Duties and Responsibilities

•  Prepares detailed job descriptions in collaboration with the various heads of departments and ensure that every employee has a signed job description;
•  Prepares advertisement of vacant posts and ensure adherence to policies and procedures;
•  Ensures that applications received are categorized, filed accordingly and directed to the undersigned as per the advertisement made;
•  Prepares short listing sessions including formulation of shortlisting instruments, notifying the panel and writing the shortlisting reports;
•  Prepares interviews including formulation of interview score-sheets, calling candidates forinterviews and ensures that the interview panel is notified in good time;
•  Takes minutes in interviews and ensures that the minutes are ready in good time for prompt implementation of the recommendations;
•  Conducts reference checks on all selected candidates for recruitment and presents the reports before the staff is hired or confirmed depending on the circumstances;
•  Informs both successful and unsuccessful applicants in writing of the panel decision;
•  Notifies the successful candidates to present a medical examination report before they are offcially appointed;
•  Prepares appointment letters;
•  Ensures all new staff are issued with the medical scheme registration form, Group life registration and beneficiaries forms;
•  Prepares profiles for new staff to be presented both Council Staffing Committee and the University Council;
•  Keeps statistics of vacant posts, number of applicants, gender, etc., for management reports as may be required;
•  Works closely with the Human Resources Manager to ensure new employees are inducted as per the laid down procedures;
•  Assists in organizing formal induction/re-induction sessions including informing the staff to be inducted; drafting the induction programme, making arrangements and evaluation of the induction sessions;
•  Prepares information needed to create new employee profile and to place new employee on payroll including organizing for staff identity cards;
•  Generates and distributes a variety of reports and statistical summaries regarding employee skills, pay, data, and related information;
•  Compiles a report on monthly payroll changes in staff salary/salary related information to be presented to the Payroll Office to ensure timely payroll processing;
•  Responds to all unsolicited applications in writing;
•  Supports the HR Office in secretarial and administrative work including organizing
• meetings, taking minutes and generation of reports among other duties;
•  Any other duty as may be assigned by the supervisor from time-to-time.

Minimum Qualifications, Skills and Competences:

•  Must have a Bachelor’s degree in HRM or Bachelor’s degree in a related social science and Higher diploma in Human Resources
•  Member of the IHRM
•  Must have at least three (3) years’ experience in a busy/reputable organization;
•  Should be proficient in all MS Office packages;
•  Must have experience in labor laws, HR procedures and policies;

The Person

•  Should be a creative and innovative team player;
•  Should possess good interpersonal and communication skills;
•  Should be a person of integrity; morally upright and mature;
•  Should be able to work under minimum supervision;
•  Should have excellent team leadership skills;
•  He/she should be fiexible and adaptable enough to work in a multicultural environment;