Human Resources Assistants at icipe - International Centre of Insect Physiology and Ecology

Overall Purpose of the Job

• Under the guidance of the supervisor, the Human Resources Assistant will support in the delivery and efficient operations of the Human Resource Unit by performing the administrative duties.

Support in Recruitment, Onboarding & Exit Management

• Screening/longlisting of candidates' applications.
• Preparing interview files and coordinating interview logistics.
• Taking interview minutes during recruitment interviews.
• Coordinating the onboarding process for new staff and ensuring they have the necessary resources for settling in.
• Organizing induction schedules and logistics (venue, materials, IT access- Initiating creation of staff email accounts and JIRA platform access and sharing credentials with staff upon completion).
• Preparing new staff profiles for internal announcements.
• Dispatching staff contracts.
• Initiating exits for departing staff in the ERP.
• Support in exit management & collate exit interview data.
• File discharge voucher & close personnel file to reflect employee departure.
• Reviewing employee clearance as received and updating it in the exit tracker matrix.
• Issue certificate of service and update the personnel file.

Support Contract & Employee Records Management

• Collecting, updating, and organizing employee files (digital and physical).
• Assist in preparing consultancy contracts and hosted organization contracts.
• Collating and submitting payroll input documents.
• Capturing and maintaining employee data in the HR system.
• Maintain accurate and confidential personnel records in the digital filing System and physical files.
• Assist during HR audits, reviews, and preparation of documentation for internal or external assessments.

Immigration, Protocol & Compliance

• Preparing work permit support letters for non-Kenyan staff at icipe and hosted institutions in
• liaison with the Protocol Officer.
• Updating staff details in the Ministry of Foreign Affairs (MoFA) portal.

HR Administrative Support

• Processing UN subscription for IRS staff and eligible staff within hosted institutions.
• Preparation of general HR correspondence letters.
• Preparation of vendor forms for suppliers (e.g. schools, HR service providers, and other HRrelated vendors).
• Preparation and Issuance of staff badges.
• Any other duties assigned.

Requirements/ qualifications

• Diploma in Human Resources Management or its equivalent.
• At least one year’s experience in a HR set up.
• Experience in Microsoft Office.
• Must be organized, accurate, thorough, and able to monitor work for quality.
• Must be able to prioritize and plan work activities and to use time efficiently.