Human Resources & Operations Assistant at African Academy of Sciences

• AAS seeks a Human Resources & Operations Assistant will join the HR & Operations department, the team responsible for people management at the AAS. He/she will assist with employee integration, health, safety and welfare, handling staffing issues up to separation and other operational issues within the AAS.

Duties and responsibilities

• Provide counselling on policies and procedures
• Support the development and implementation of HR initiatives and systems
• Being actively involved in the recruitment by preparing job descriptions in liaison with departmental heads, posting job adverts and ensuring the hiring process is transparent and within policy guidelines
• Provide clerical and administrative (operational) support to AAS employees
• Compiling and updating employee records (hard and soft copies).
• He/she will act as the liaison between HR and employees, ensuring smooth communication and prompt resolution of requests and questions.
• Coordinate HR projects (meetings, training, surveys etc) and take minutes.
• Manage employee pension and benefits administration
• Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc).
• Deal with employee requests regarding human resources issues, rules, and regulations.
• Conduct internal and coordinate external trainings with facilitators
• Coordinate communication with candidates and schedule interviews.
• Conduct initial orientation to newly hired employees.
• Uploading the (HRIS) data for accuracy and updating it from personnel files for completeness and accuracy ensuring employee database is updated.
• Collate required competency, experience, and individual staff qualifications from the personnel files.
• Reorganizing the staff files as directed and retagging in a retrievable manner.
• Assist in scanning of the personnel documents that will be used in the document management system (DMS) currently being implemented by ICT.
• Updating the staff files with all the DocuSign Documents and Other Documents.
• Updating the AAS staff Master List to ensure completeness and accuracy.
• Updating the AAS Master Leave Register ensuring accuracy.
• Update the AAS staff asset inventory.
• Any other duties that may be assigned to you.

Qualifications and competencies

• Bachelor’s degree in commerce, Business Management/Administration with a bias in Human Resources or related (essential);
• Exposure to Employment law and employment equity regulations.
• Must be a registered member of Institute of Human Resources Management (IHRM)/any other accredited HR Professional Institute
• Certified Human Resource Professional (CHRP) a prerequisite
• At least 3-4 years’ relevant experience in busy HR environment

Languages

• Excellent in English (Oral and written)
• Knowledge of other African Union languages (e.g., Arabic, French, and Portuguese) will be an advantage.

Additional Information

• This is a fixed term engagement. The successful candidate will be engaged full time (40 hours/ week) for a period of 3 years working at the AAS offices in Nairobi, Kenya.
• All applicants must submit a duly filled job application form from the AAS website. Interested candidates are encouraged to submit their application and include: one-page cover letter, curriculum vitae/ resume.