Human Resources Assistant at International Rescue Committee

Summary Of Responsibilities

• The HR Assistant is responsible for supporting the field HR Office in HR administrative tasks to ensure smooth running of the office.

Key Tasks
Talent Acquisition:

• Support the assigned recruiter for the field office with all field office recruitment by:
• Vacancy posting in internal and external media as appropriate.
• Contacting candidates for interview.
• Providing the panel with interview packs.
• Contacting referees post interview to support appointment.
• Sending unsuccessful candidates, regret letters.
• Maintain updated recruitment files for each position recruited.

Talent Management

• Ensure that all staff requirements prior to arrival are available.
• Ensure all new staff are appropriately enrolled onto the payroll &Employee benefits schemes with the appropriate documentation.
• Maintain staff files with all the requisite documentation.
• Monitor induction process, ensuring that performance objectives are set and, and that post probation evaluation reviews are submitted on timely basis.

Contract Management

• Monitor expiry of staff contracts and advise the HR Officer on a timely basis.
• Assist in preparing of contracts/LOU’s (Letters of Understanding) for Kakuma Incentive staff i.e. new staff/renewal.

Services And Administration

• Maintain a detailed knowledge of IRC personnel policies and assist the Human Resource department in ensuring employee adherence.
• Maintain up to date records (forms, approvals, requisitions) for all field staff in relation to Personnel files, Recruitment, Leave,
• Training, Performance Management, Benefits, Payroll, Exit.
• Close and archive personnel files on timely basis.
• Preparation of mailbag.
• Ensure timely submission of monthly timesheets.
• Support localized incentive/refugee recruitments.
• Preparation Incentive/refugee staff Payroll before review by the HR Officer.
• Maintaining stationery supplies for HR Office

Hris

• Support the maintenance of all talent acquisition and management processes on Workday HRIS management system.

Reporting

• Provide weekly/monthly reports to the HR Officer on the status of Personnel files, Leave, Training, Performance Management, Benefits, Payroll.

Staff Training And Development

• Facilitate all requests for staff training as approved in Annual L&D Plan and maintain database of trainings attended.

Separation Process

• Coordinate the exit process and ensure finalization of all procedures within one month.
• Ensure timely deletion of staff from insurance benefits.

Minimum Qualifications:

• At least 2 years’ experience working in a busy HR department.
• Degree / Diploma in Human Resource, Business Administration, Business Management or related Field.
• Strong interpersonal skills, high degree of flexibility and a standout colleague.
• Excellent writing and organizational skills.
• Experience working in a multi- cultural society.
• Conversant with word processing, spreadsheet and email computer applications.