HR Assistant at Motion Industrials Ltd

Reports to:

Group Human Resource Officer

Contract Details:

One Year Renewable Contract Subject to Availability of Funds and Performance

Job Summary:

The incumbent will be responsible for the provision of day-to-day HR services thus enabling and contributing to effective and efficient people management in Western Region Subsidiaries and branches

Main Duties &

Responsibilities: 

1. Recruitment/Induction/Orientation/On-Boarding:
   1. Preparing longlisting matrix for submission to the Group HR
   2. Scheduling of interviews including contacting candidates, booking venues, etc.
   3. Identifying and notifying the interview panel of the time and date of the interview
   4. Coordinating collation of practical tests and interview questions from the panelists
   5. Ensuring interview tests & questions are received by GHRO & reviewed for suitability for the role & grade
   6. Preparing and issuing paperwork to the interview panel in advance of the interview
   7. Setting up the interview room
   8. Assisting in conducting interviews for support positions
   9. Collating interview reports
   10. Providing interview feedback to unsuccessful candidates
   11. Reference checking for new recruits
   12. Organizing pre/post-employment background checks for staff both internal and external
   13. Liaison with ICT for creation of new ICT users and disablement of leavers
   14. Organising & scheduling induction/orientation for new staff with other departments
   15. Induction/orientation of new staff as appropriate
   16. Assisting new staff in appropriately completing induction forms
   17. Registering new staff with statutory bodies
   18. Creating and maintaining hard and soft files for new staff
2. HR Administrative Roles:
   1. Keeping the staff database up to date
   2. Timely termination of medical, life, WIBA, and all other  covers of staff on exit
   3. Issuing and retrieving IDs and smart cards to staff
   4. Maintaining leave/TOIL Trackers
   5. Archiving staff records six (6) months after the end of employment
   6. Archiving unsuccessful interview candidate records after one (1)  year
   7. Preparing and dispatching certificates of service for leavers
   8. Tracking and updating on supplies requests and other HR-related requests
   9. Facilitating timely approval, receipt, and payments for HR services
   10. Dispatching and ensuring receipt of all staff documents while maintaining relevant records
3. Others:
   1. Reporting grievances and complaints to Line Manager for further action
   2. Scheduling HR-related activities and initiatives e.g. staff meetings/briefs, learning forums e.g. Training, staff support visits, etc.

GDMC Code of Conduct and Associated Policies

1. To adhere to the standards of conduct outlined in GDMC’s Code of Conduct and its Associated Policies
2. To support and promote the standards outlined in the GDMC's Code of Conduct and its Associated Policies to their team, partner organizations, and beneficiaries, and be committed to providing a safe working environment

Job Specification:

1. A Higher Diploma in Human Resources Management, Administration, Business Management, or relevant field. A Degree will be an added advantage
2. At least one (1) year of working experience.
3. Excellent coordination, interpersonal, and communication, skills
4. Attention to detail, confidentiality, integrity, and ability to handle sensitive situations and a team player
5. Excellent writing and oral skills in English and Kiswahili
6. Proficiency in the use of computer applications

Disclaimer Clause: 

This job description is not exhaustive and may be revised by the line manager from time to time.