Human Resource Assistant at Islamic Relief

Reporting To:

Human Resources Officer/Manager

Qualification

• Bachelor’s Degree in Human Resource Management preferably augmented with a Higher Diploma or a Certified Human Resource Professional (CHRP-K);
• Must be a member of the Institute of Human Resource Management (IHRM).

Experience

Minimum of 5 years’ solid Human Resources experience is required.

Location

Nairobi 100%

Overall Responsibilities

Reporting to Human resources Officer, the HR Assistant is responsible for all the administration and human resources functions at the field and Nairobi office.

KEY ROLES/RESPONSIBILITIES

Staff Orientation/n boarding

• Coordinate recruitment and selection process of staff
• Coordinate orientation for new employees, receive all new staff and ensure new staff have completed the process.
• Conduct orientation and induction of new hires
• Advice HR Officer/Manager the reporting dates of each new employee or any other changes in staffing for payroll action.

Recruitment/ New Hire Process

• Providing support in the recruitment/hiring processes that may include posting job openings,
• Organizing resumes and job applications, scheduling job interviews and assisting in interview processes
• Induction and assisting new employee prior to placement
• Ensure that all new hires are on boarded appropriately and given access to Organization policies and procedures and support managers on the orientation of new employees
• Preparing new employee files and ensuring all required documents are in place.
• Serving as a point person for all new employee questions
• Assist the Human Resource Coordinator in conducting background checks which include candidate’s documents/information verification.

Payroll and Benefits Administration

• Assist the Human Resource Coordinator in Payroll processing.
• Assist in the enrolment of new staff into the payroll system.
• Assist the Human Resource Coordinator in the sharing of pays lips upon payroll approval on a Monthly basis.
• Answering payroll questions and facilitating resolutions to any payroll errors.
• Prepare monthly payroll data for payroll change file in collaboration with Human Resource Coordinator
• Coordinate the administration of benefits by working closely with insurance to manage staff enrolments and terminations, issuance of insurance cards, Schedule periodic insurance benefits orientation for all staff members.

Staff contracts and Key relationship

• Preparing core staff & project staff offer letters, contracts, and addendums
• Preparing contracts and addendums
• Notifying staff on the status of the contracts/ Letters of engagement
• Providing documentation for processing work permits for the expatriate staff
• Ensure all IRK employees are issued with proper contracts as drawn by the HRC, issue casual contracts and ensure they are dully signed
• Supervise cleaners, office admin and ensure their duties and completed on day-to-day basis
• Notify HRC on renewal and end of contracts
• Assist in NHIF, NSSF, PIN and any other statutory deductions.
• Support front desk officer and HRC for booking flights and accommodations for Guests/Donors, International and national staff.

 Exit Interviews

• Assist staff in handover process, issue exit interview forms and clearance forms to staff leaving the organization
• Communicate to other department on clearance issue for staff
• Record and leave management
• Responsible for electronic and physical filing of all HR related documents.
• Maintain current HR files and databases.
• Ensuring Biometrics and Timesheets are completed every month.
• Update all staff details on the systems
• Ensure all leave plans are shared at the beginning of every year by staff
• File all staff leaves accordingly electronically and in staff physical files
• Updating staff leave balances on HRIS system

Office administration functions

• Coordinate and monitor maintenance services, ensure proper function of the office, coordinate all repairs in coordination with logistics office
• Responsible for receipt of HR stationers and control of the same
• Raise AX purchase requisition for administration cost in consultation with finance department

Key skills and Qualifications:

• Bachelor’s Degree in Human Resource Management preferably augmented with a Higher Diploma or a Certified Human Resource Professional (CHRP-K);
• Must be a member of the Institute of Human Resource Management (IHRM).
• Minimum of 3 years’ experience is required.
• Extensive knowledge in the Kenyan Labor laws and Industrial Relations.
• Excellent Communication skills, both oral and written.
• High level of integrity and ethics.
• Proven problem-solving skills.
• Must be proficient in MS Office Suite.
• Someone who can demonstrate high levels of integrity and honesty.
• Ability to work independently in a dynamic environment.
• Ability to manage a large flow of information.

Personal requirements

• Ability to cope with stress, and live in environment with very basic living condition
• Very strong interpersonal skills: strong communication and diplomatic skills
• Flexibility to respond to changing nature of humanitarian context and operational difficulties
• Excellent analytical skills, observation, and analysis capacity
• Ability to plan and output oriented (pro-active)
• Ability to adhere to deadlines and respect line management
• Readiness to commit and adhere to the values, mission, and vision of IR Kenya.

Note: Please note that this recruitment, shortlisting will be done on a rolling basis.