HR Associate at International Rescue Committee

Major Responsibilities: 
Onboarding & Offboarding:

• Lead the full onboarding process including pre-arrival communication, orientation scheduling documentation collection, and system setup and integration 
• Proactively engaged with the candidate after the offer is signed. 
• Tracking onboarding tasks which includes new hire communications, data collection and management, compliance acknowledgements, and orientations. 
• (Workday/Cornerstone/Teams) ensuring a positive and well-structured experience. 
• Provide onboarding kits, facilitate introductions to teams, and ensure all new staff are technically and administratively set up. 
• Lead structured exit processes, including terminal dues processing and final clearance in line with Kenya labor law. 
• Emailing new hires with details about the company, including parking information and work schedules 
• Ensuring new hires have the necessary technical assistance to set up their hardware and software. 
• Gathering and filing all paperwork related to new hires, including contracts and bio data 
• Support recruitment processes in coordination with Recruiting Associates and hiring managers. 
• Track and maintain all onboarding and pre-employment documentation, forms, and HRIS updates. 
• Coordinate the lifecycle of employees from recruitment, onboarding, performance review, contract management, to exit. 

Administration Benefits 

• Gathering and filing all paperwork related to employee benefits including medical insurance, group life, GPA, pension, and wellness programs. 
• Ensure staff are enrolled/terminated from benefits programs in a timely manner and that coverage aligns with organizational policies and contract terms. 
• Liaising closely with insurance providers to handle claims, renewals, policy updates, and onboarding sessions. 
• Track utilization and cost data to support benefits budgeting and renewal negotiations. 
• Orient new hires on benefit packages and support staff with related queries and claims procedures. 
• Handle all benefits renewal process with the insurance providers as per the contract durations agreed upon.
• Ensure alignment and compliance requirements are met in relation to employee benefits. 

Leave Management 

• Oversee end-to-end leave management, including tracking, reconciliation, reporting, and system updates. 
• Provide clear guidance to staff on all types of leave—annual, sick, parental, compassionate while ensuring compliance with policies and labor laws. 
• Audit leave balances in Workday and coordinate corrections or manual adjustments as needed. 
• Work closely with payroll to align leave balances with salary calculations and final dues. 
• Support workforce planning through detailed leave utilization reports and dashboards. 
• Resolve discrepancies and support staff understanding of leave entitlements. 

Other Responsibilities

• Conducting exit interviews with departing employees to learn about their reasons for leaving the company and ensure the HR Lead is made aware.
• Ensuring data accuracy and system updates for all IHUB staff are correctly coordinated and updated on HRIS system.
• Coordinate the management and maintenance of staff contracts, personnel files, and other employee information
• Manage and coordinate all human resource records and maintain a filing and retrieval system for keeping past and current records. 
• Prepare reports and presentations on HR-related metrics like the aggregate number of hires by the department, DEI report etc.
• HRIS (Workday) Administration and Data Management

Work Experience: 

• Three plus years of HR experience required 
• Experience in a customer service environment with demonstrable experience in active listening and problem-solving skills 
• Experience in HR concepts and Employment laws and regulations a plus 

Demonstrated Skills and Competencies and Qualifications: 

• Ability to work in a limited direction with sound sense of accountability and aim for results 
• Provides outstanding customer service by consistently going above and beyond in building trust and respect among customers. 
• Have a bachelor’s degree in any of the following disciplines: Human Resource Management or equivalent qualifications from a recognized institution 
• Membership of the Institute of Human Resource Management in good standing. 
• Strong interpersonal skills - able to work effectively with other employees and external parties 
• An effective communicator 
• Skilled in Microsoft Office applications (Excel a must) 
• Confidentiality and sensitive information handling skills. 
• Must be very organized and detail oriented with the ability to shift priorities as needed 
• Workday, Cornerstone experience a plus