Human Resource Assistant at Unga Holding

Role Purpose:

Reporting to the Human Resource Business Partner, the role holder executes a seamless employee experience across multiple touch points in the entire employee life cycle at the site. The individual is expected to review and refresh tools, processes, and documentation to establish a 7-star employee experience.

Key Duties and Responsibilities:

Coordination of Talent Acquisition

• Review job requisitions before submitting for approval on DocuSign
• Support with long listing and shortlisting of job applicants.
• Scheduling of interviews, logistical planning, and constant engagement of hiring managers and candidates, 

Management of Employee Records, Filing and Retrieval

• Ensure employees’ job descriptions are up-to-date, signed and filed.
• Coordinate and maintain accurate orientation, onboarding, and separation documentation
• Track employee contracts. This includes probation, confirmation and end of contracts.
• Ensure annual personal data consent form & Unga code of Ethics and conduct acknowledgement and acceptance forms are completed, signed and filed
• Maintain the highest level of confidentiality and ensure employee data protection

 HR Operations

• Maintain and update calendars of HR events and site activities
• Submit accurate HR reports that are analyzed with useful metrics
• Assist in drafting and updating policies, procedures, process maps and documents
• Provide relevant data for payroll processing and ensure all payroll errors are resolved.
• Serve as a point of contact for HR service providers and hold them accountable to deliver as per contract commitments and service level agreements
• Support day to day management of outsourced staff and labour cost based on approved establishment
• Process invoices for payment and ensure invoice reconciliation are done on time to avoid delay in payments
• Ensure leave plans are adhered to
• Preparation of HR team meeting minutes as per the schedule

Employee Relations

• Provide Support to employees in various HR related matters and properly handle and document complaints and grievance procedures
• Ensure issues brought forward are resolved and escalated on time.
• Collaborate seamlessly with the HR team to eliminate any gaps in the employee experience.
• Draft employee disciplinary meeting minutes and ensure all disciplinary documentation is filed.

Culture Transformation

• Administrative and coordination support of employee engagement tasks e.g. culture initiatives, team building, and other related tasks.
• Support activities around Unga’s culture code – FIRST.
• Participate in organizing site events and initiatives as guided.
• Develop 6k and Hazard spotting schedules, coordinate audits and ensure action closure

Learning Support

• Provide Administrative support in planning and learning initiatives
• Planning and execution of induction programs
• Preparing and releasing communication on various trainings
• Securing training venues and blocking participants calendars
• Tracking attendance of various in-house or external trainings
• Collecting and analyzing training data for reporting purposes

 Performance Management

• Provide administrative support for performance management activities.
• Ensure employee goal sheets are up to date, signed and filed
• Ensure quarterly face to face sessions are effectively done and annual PDPs are completed, signed and filed

Job Requirements

Minimum Requirements:

• Bachelor’s Degree in human resource management or any other related discipline.
• Hands on experience in HRMIIS
• CHRP Certification and Professional Membership (IHRM).
• 2-3 years of experience in a similar role, preferably in FMCG
• Good Knowledge of the Kenyan labour laws.
• Computer proficiency

Key Attributes/ Competencies:

• Strong business acumen
• Good analytical skills and attention to detail
• Ability to deliver under pressure with minimal supervision
• Excellent communication and presentation skills
• Ability to maintain sensitive and confidential information