Human Resource Intern at Space and Style Ltd

Job purpose

• The main purpose of this job is to support the implementation of human resources programs and activities in the Company in line with established policies, procedures and industry best practices.

Key duties and responsibilities

• Ensure quality and integrity of HR filing system by keeping all HR records, information and files clearly labelled, organized and confidential.
• Maintain staff personal files and ensure that all files have up to date information Capture and update employee personal information data accurately and timeously.
• Draft job advertisement for vacant jobs as and when they fall due in consultation with the Human Resources Manager.
• Review job applications, prepare and submit longlist of applicants to be considered for short-listing in line job requirements.
• Produce HR data and reports as required and within set deadlines
• Carry out interview scheduling and preparations including preparing interview questionnaire, developing tests etc. for advertised jobs.
• Draft and dispatch regret emails for unsuccessful candidates and prepare offer letters for successful candidates in timely manner.
• Implement the company’s on-boarding protocols for new joiners in line with established guidelines.
• Support line management in the development and implementation of induction and orientation of both new and existing employees, ensuring that all relevant policy documents are made available.
• Update the payroll file on a monthly basis in a timely manner.
• Coordinate the exit clearance process for staff in line with the established guidelines.
• Follow up on completed performance review documents and development plans with line managers and update performance management records.
• Compile, update and follow-up implementation of the company’s annual leave plan.
• Administer the staff benefits schemes including the medical scheme, mobile lines etc., in line with the established guidelines.
• Compile daily staff attendance and confirm casual wages payment in compliance with the daily attendance.
• Coordinate implementation of approved staff training programs, administer and report on post training evaluation outcomes and feedback.
•  Facilitate monthly departmental staff engagement meetings as well as monitor and report on staff feedback on social media platforms.
• Requisition, issue and account for personal protective equipment (PPEs) in line with established guidelines.
• Update and maintain staff personal files to ensure accurate and up to date records.
• Participate in the development and implementation of HR policies and procedures.
• Implement staff welfare programs including staff parties, & other well-being initiatives in line with the established guidelines.
• Any other work that may be assigned to the jobholder by the supervisor from time to time.

Working relationships

• Internal Relationships:
  • The Human Resources Intern will be:
  •  Directly accountable to the Human Resources Manager.
  •  Required to work with all departments in the Company.
• External Relationships:
  •  Training Institutions
  •  Service Providers
  •  Labour Office
  •  National Industrial Training Authority

Knowledge, experience and qualifications required

•  Diploma in Social Sciences, Human Resource Management, Business Administration or other related fields.
•  Minimum 2 years’ experience in human resources.
•  Must a member of the Institute of Human Resources Management (IHRM).

Competencies

•  Knowledge of best practices and approaches in human resource management.
•  Broad knowledge in recruitment, performance management, disciplinary, employee relations, as well as learning and development.
•  Knowledge of the Kenyan Labour Laws.
•  Knowledge of developing HR policies, procedures and processes.
•  Exceptionally self-motivated and directed.
•  Exceptional service orientation.
•  Outstanding communication (written and verbal), interpersonal and facilitation skills.
•  High level interpersonal and cross-cultural skills
•  Must be a self-starter and highly organized,
•  Ability to work well with people at all levels in the organization.
•  Analytical and problem-solving skills.
•  Strong persuasion and negotiation skills.
•  Flexibility and adaptability.
•  Open to change.
•  Calm under chaos.