Human Resource Assistant at Jalaram Medical Services

Job Purpose

To provide operational and administrative support to the Human Resource function at RKJMS, ensuring efficient implementation of HR policies, payroll processing, employee records management, statutory compliance, and employee relations support in line with the Employment Act 2007 and other applicable labour laws in Kenya.

Key Responsibilities
Recruitment & Onboarding Support

• Assist in drafting job advertisements and coordinating recruitment processes.
• Schedule interviews and prepare interview documentation.
• Conduct reference checks and prepare appointment letters.
• Coordinate onboarding processes including induction and documentation.

Employee Records & HR Administration

• Maintain accurate and up-to-date employee files (physical and electronic).
• Ensure compliance with statutory documentation (NSSF, NHIF, KRA PIN, SHA where applicable).
• Track probation periods and contract renewals.
• Maintain leave records and staff attendance data.

Payroll Administration

• Prepare payroll input data including new hires, exits, overtime, allowances, deductions, and statutory contributions.
• Process payroll using Wagemaster Payroll System.
• Verify payroll reports and reconcile payroll data using Microsoft Excel.
• Prepare statutory remittance schedules (PAYE, NSSF, NHIF, etc.).
• Ensure payroll confidentiality and data accuracy.

HR Compliance & Statutory Support

• Assist in ensuring compliance with the Employment Act 2007 and relevant labour regulations.
• Support preparation of HR reports required by management and regulatory bodies.
• Maintain updated HR policies and procedures documentation.

Employee Relations Support

• Provide first-level HR support to staff queries.
• Support disciplinary and grievance processes through documentation and coordination.
• Assist in organizing staff welfare activities and engagement initiatives.

HR Reporting & Data Management

• Prepare monthly HR metrics reports (headcount, turnover, leave analysis, absenteeism).
• Maintain HR databases and ensure data integrity.
• Support HR audits and internal reviews.

Training & Development Coordination

• Maintain training records.
• Coordinate training logistics and attendance registers.
• Track compliance-related trainings (e.g., clinical compliance in health institutions).

Qualifications & Experience

• Bachelor’s Degree or Diploma in Human Resource Management or related field.
• Must be a registered member of the Institute of Human Resource Management (IHRM) Kenya.
• Minimum of 2 years’ experience in an HR role within a health institution.
• Demonstrated experience in payroll administration.

Technical Competencies

• Proficiency in Microsoft Excel (including formulas, pivot tables, payroll reconciliation).
• Experience using Wagemaster Payroll System is a MUST.
• Knowledge of Kenyan labour laws and statutory requirements.
• Strong documentation and records management skills.

Behavioral Competencies

• High level of integrity and confidentiality.
• Strong organizational and time management skills.
• Attention to detail and accuracy.
• Good interpersonal and communication skills.
• Ability to work in a fast-paced healthcare environment.