Human Resource Assistant at West Indian Ocean Cable Company (WIOCC)

Reporting Line: Chief Operating Officer (or appointed designate)

Job Objective: Assist in coordinating and facilitating the Human Resource department’s activities, functions, and processes.

Duties and Responsibilities:

HR Operational Support

• Be the primary point of contact for all HR-related employee matters within WSM group
• Provide day-to-day HR administration services
• Assist in the administration of staff benefits (e.g., medical & life insurance, pension, etc.)
• Ensure that all staff are aware of medical entitlements/services provided and are issued with medical cards
• Facilitate timely renewal of staff benefits (medical, pension, GLA, etc.)
• Periodically participate in staff salary, benefit surveys, and HR market trends
• Assist in the management of contracts and SLAs with suppliers (e.g., medical schemes, insurance schemes, recruitment partners, etc.) ensuring that high quality of service is offered, payments are made in good time, and statements are reconciled
• Ensure compliance with statutory regulations and WSM policies, flagging and addressing non-compliance
• Update and disseminate HR policies and procedures, ensuring consistent understanding and application of policies to comply with statutory regulations

HR Processes & Procedures

• Establish and maintain HR policies, procedures, processes, and forms for the WSM group
• Periodically ensure policies and procedures are compliant with statutory regulations across all operating countries
• Ensure that employees are aware of and have access to all policies, procedures, and processes

Recruitment and Selection

Co-ordinate recruitment and selection processes in liaison with hiring manager and recruitment panel, ensuring compliance to WSM recruitment procedures and best practices, while maintaining a high level of integrity and professionalism:

• Developing and maintaining recruitment plans across the WSM group
• Benchmarking market rates for each country
• Assist in writing job descriptions
• Uploading job adverts in relevant print and electronic media
• Assist in the long listing process as requested
• Manage all recruitment logistics e.g., scheduling interviews, preparation of appropriate interview documents, liaising with candidates, etc.
• Participate on interview panels when required
• Conduct reference checks for selected candidates
• Inform job applicants on the status of their application
• Maintain tracking system and full documentation of recruitment processes
• Prepare job offers for successful candidates and contract letters
• Formulate, update, and coordinate effective implementation of new staff orientation
• Carry out staff exit interviews and provide useful information for decision making when required
• Coordinate clearance of exiting staff 

Onboarding & Orientation

• Facilitate induction of new staff
• Support the planning and scheduling of orientation for new staff

Performance & Talent Management

• Coordinate the performance management and appraisal calendar to support the administration of the annual performance management process
• Assist in identifying training and development needs of staff
• Assist in identifying internal and external training facilitators and institutes

Leave Management

• Monitor all types of leave on the system to ensure all leave is updated within the stipulated time frame
• Assist in tracking absenteeism
• Ensure that all staff taking leave/vacation have the required approvals from their supervisors
• Periodically remind staff through their immediate supervisors to use leave days during the year to avoid unnecessary carry forward of leave days
• Assist line managers in developing annual leave plans, monitoring and providing reports

Human Resource Systems Management

• Enrolling staff in the HR system and maintaining personal and job-related records
• Train users on the HR system navigation and usage

Employee Relations

• Proactively identify and handle employee relations issues
• Ensure employee disciplinary processes are policy-driven, uphold fairness and justice for employees

Qualifications and Experience:

• Bachelor’s degree preferably in Human Resource Management, Business Administration or its equivalent
• Professional qualification in Human Resource Management and a member of Institute of Human Resources Management Kenya.
• Minimum of three (3) years’ experience in general HR management
• Experience in the telecoms industry would be advantageous
• Proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint) and ability to use the internet to obtain data and reference materials

Skills and Attributes:

• Proven ability to plan, organise and prioritise work; the ability to remain calm under pressure in difficult circumstances and not lose sight of operational priorities
• Must be familiar with human resource practices and policies
• Competent in numeracy is essential
• A high level of knowledge using the HRIS system required
• High level of Human Resource business acumen with the ability to understand the implications of each transaction
• Excellent verbal and written English communication skills; French would be advantageous
• Strong interpersonal skills and the ability to communicate clearly both verbally and in writing, coupled with the professional credibility required to influence and motivate others to achieve results
• Demonstrate high integrity and ability to maintain strict confidentiality
• Excellent time management, organisational skills and demonstrate the willingness to learn
• Excellent work ethic, honest and diligent
• Ability to work on your own initiative but also work well as part of a team
• Great attention to detail