Human Resources Assistant at Kisii Smart Community

Responsibilities

• HR Administration & Operations
• Maintain accurate and up-to-date employee records (both physical and digital) including contracts, personal files, leave records, and disciplinary documentation.
• Support onboarding and offboarding processes (contracts, induction materials, system access, exit documentation).
• Assist in managing HR systems (e.g., ERP Next) including data entry, updates, and report generation.
• Support with staff confirmations, contract renewals, and probation tracking.
• Support payroll processes by preparing HR-related inputs (new hires, exits, leave, allowances, deductions) in liaison with Finance.
• Recruitment & Talent Support
• Assist with recruitment processes including posting job adverts, scheduling interviews, shortlisting support, and reference checks.
• Prepare interview packs, scoring sheets, and recruitment documentation.
• Support hiring managers with candidate communication and interview logistics.
• Leave, Attendance & Compliance
• Track employee leave, absenteeism, and attendance records.
• Support in following up on leave approvals, handover and ensure compliance with company policy and labor laws.
• Assist with preparation of HR reports related to headcount, leave, turnover, and compliance.
• Employee Engagement & Communication
• Support internal communications including staff notices, memos, HR updates, and policy communication.
• Assist in planning and coordinating staff engagement activities, trainings, and team events.
• Handle employee HR-related queries and escalate complex issues appropriately.
• Policy, Documentation & Compliance
• Assist in drafting, updating, formatting and following up on HR policies, SOPs, templates, and HR documents to ensure compliance.
• Ensure HR practices align with labor laws, internal policies, and organizational standards.
• Support audits and compliance reviews by preparing HR documentation as required.
• Creativity & Employer Branding
• Support creative HR initiatives such as onboarding materials, internal campaigns, staff wellness activities, and HR presentations.
• Assist with content creation for internal communications (e.g., posters, presentations, newsletters, announcements).
• Help maintain a positive and engaging employee experience through thoughtful HR support.
• Hub Support, Field HR & Compliance
• Conduct regular hub visits to support employees and management on HR-related matters.
• Reinforce HR policies, procedures, and organizational values at hub level.
• Monitor compliance with HR policies, labor standards, and internal SOPs.
• Act as the first point of HR contact for hub-based staff, responding to HR-related questions and concerns.
• Observe and assess staff welfare, morale, attendance, and workplace conditions during hub visits.
• Identify HR risks, gaps, and improvement areas at hub level and propose practical solutions.
• Prepare and submit structured monthly HR field reports to the HR & Administration Manager, highlighting findings, issues, trends, and recommended actions.
• General Administration Support
• Provide administrative support to the HR & Administration Manager as needed.
• Coordinate meetings, trainings, and HR-related calendars.
• Perform any other HR or administrative duties as assigned.

Knowledge, experience and qualifications required

• Bachelor’s degree in Human Resources, Business Administration, or a related field.
• At least 3-4 years’ experience in HR and administrative support roles.
• Knowledge of Kenyan labor laws and HR best practices.
• Experience in an innovative, community development, or agribusiness environment is desirable.
• Experience with creative tools i.e canva is an added advantage.
• Experience working in a startup or mid- level organization is desirable.