Human Capital Administration Assistant at Old Mutual Kenya

KEY TASKS AND RESPONSIBILITIES

HR Operations & Employee Lifecycle Support

• Execute accurate and timely onboarding, contract generation, transfers, promotions, exits, and documentation.
• Manage employee records across HRIS, digital files, and physical storage ensuring 100% compliance.
• Track probation, confirmation, and appraisal dates and notify responsible parties.

HRIS & Data Integrity

• Maintain up-to-date HRIS records (Workday) and manage data entry and system checks.
• Generate standard HR reports (headcount, leave balances, contract end dates, etc.) for HCBPs and leadership.
• Conduct regular data audits to ensure consistency and accuracy.

Employee Communication & Engagement Logistics

• Draft and send official employee communications and announcements (e.g., promotions, holidays, wellness tips) through Human Capital Comms.
• Support internal surveys, culture, wellness events, and learning programs by coordinating logistics and participation.
• Manage employee logistics for events e.g. town halls, bereavements.

Compliance, Policies & Audits

• Maintain all HR compliance trackers (e.g., work permits, contracts, ID copies, leave policies).
• Support audits (internal/external) by preparing required documentation and summaries.
• Ensure templates, policy documents, and handbooks are properly version-controlled and accessible.

Payroll & Benefits Administration Support

• Collate and verify payroll inputs (e.g., commissions, deductions) before submission deadlines.
• Maintain benefit enrollment records and support reconciliation as needed.
• Track leave balances, approvals, and returns from extended leave.

Operational Agility & Process Innovation

• Continuously identify and implement process improvements in HR administration to enhance efficiency and employee experience.
• Embrace digital tools and automation (e.g., e-signatures, workflows, Nina) to reduce manual work and increase speed.
• Support agile workflow projects and feedback loops in HR projects.
• Participate in idea generation forums and innovation projects within the Human Capital team.

SKILLS AND COMPETENCIES

HR Technical Proficiency

• Solid understanding of HR operations and lifecycle processes.
• Working knowledge of payroll processes, benefits, and leave tracking
• Familiarity with labor laws, HR policies, and confidentiality requirements

HR Systems & Digital Tools

• Proficiency in HRIS platforms, Microsoft Office Suite

Communication & Interpersonal Skills

• Clear and professional verbal and written communication
• Courteous and responsive when interacting with employees and internal stakeholders
• Ability to maintain composure and confidentiality when handling sensitive information

Organizational & Time Management

• Ability to manage multiple administrative tasks with high attention to detail
• Strong organizational skills for maintaining files, trackers, and deadlines
• Proactive follow-up and ability to work with minimal supervision

Service Orientation

• Strong customer service mindset and responsiveness to employee needs
• Dedicated to improving the employee experience through timely support
• Empathy and tact in dealing with diverse individuals and situations

Agility & Innovation

• Adaptable and flexible when priorities or tools shift
• Willingness to try new approaches, processes, or technologies
• Open to feedback and actively contributes to process improvements

Data & Compliance Discipline

• Accuracy in maintaining employee records, HR data entry, and reporting
• Strong integrity and discretion in managing confidential information
• Attentive to audit readiness and compliance documentation

QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

Required Experience

• 2–4 years in an administrative or HR support role within a structured HR environment.
• Demonstrated experience in employee records management, onboarding/offboarding, and scheduling.
• Proficiency in MS Office and familiarity with HR systems like Workday.
• Exposure to process automation tools and agile work environments.