HR Assistant at International Rescue Committee

Summary of Responsibilities:

• The HR Assistant is responsible for supporting the field HR administrative tasks to ensure smooth running of the office.

Key Tasks:

Talent Acquisition:

Support the assigned recruiter for the field office with all field office recruitment by: -

• Vacancy posting in internal and external media as appropriate
• Contacting candidates for interview
• Preparation of interview packs
• Contacting referees post interview to support appointment
• Sending unsuccessful candidates interview feedback
• Maintain updated recruitment files for each position recruited
• Support localized incentive/refugee recruitment.
• Updating recruitment trackers for all incentive positions

Talent Management:

• Ensure that all staff requirements prior to arrival are available
• Ensure all new staff are appropriately enrolled onto the payroll &Employee benefits schemes with the appropriate documentation
• Maintain staff files with all the requisite documentation
• Monitor induction process, ensuring that performance objectives are set and, and that post probation evaluation reviews are submitted on timely basis.

Contract Management:

• Monitor expiry of Incentive staff LOUs and advise the HR Officer on a timely basis.
• Assist in preparing contracts/LOU’s (Letters of Understanding) for Kakuma Incentive staff i.e. new staff/renewal.

Services and Administration:

• Maintain a thorough knowledge of IRC personnel policies and assist the Human Resource department in ensuring employee adherence.
• Maintain up to date records (forms, approvals, requisitions) for all field staff in relation to Personnel files, Recruitment, Leave, Training, Performance Management, Benefits, Payroll, Exit
• Close and archive personnel files on timely basis
• Ensure timely submission of monthly timesheets.
• Support the HR Officer in preparation of Incentive/refugee staff Payroll
• Maintaining stationery supplies for HR Office.

HRIS:

• Support the maintenance of all talent acquisition and management processes on Workday HRIS management system.

Reporting:

• Provide weekly/monthly reports to the HR Officer on the status of Personnel files, Leave, Training, Performance Management, Benefits, Payroll

Staff training and Development:

• Facilitate all requests for staff training as approved in the Annual L&D Plan and maintain database of trainings attended.

Separation Process:

• Coordinate the exit process and ensure finalization of all procedures within one month.
• Ensure timely deletion of staff from insurance benefits.

Safeguarding:

• Demonstrates a commitment to upholding the highest standards of integrity and professional conduct by preventing any form of abuse, exploitation or harassment. Promotes a safe and respectful environment for clients, colleagues and communities whilst promptly reporting any safeguarding concerns in accordance with IRC policies and procedures.

Required Experience & Competencies:

• At least 2 years’ experience working in a busy HR department.
• Degree / Diploma in Human Resource, Business Administration, Business Management or related Field.
• CHRP Certification is an added advantage
• Strong interpersonal skills, high degree of flexibility and team player
• Excellent writing and organizational skills
• Experience working in a multi-cultural environment
• Conversant with word processing, spreadsheet and email computer applications