Job Openings at Adept Systems

The Human Resources Assistant will provide administrative support to the HR team and assist with essential HR functions. Key responsibilities include coordinating recruitment processes, managing documentation, and maintaining both physical and electronic HR records—including scanning and uploading files for digital storage. The role also involves preparing payroll data, submitting it to the Head of HR for approval, and forwarding it to the Payroll Accountant for processing. Additionally, the assistant will monitor attendance using biometric systems, generate and share attendance reports with clients, track employee leave, and capture and update accurate HR data for the preparation of monthly reports to be submitted to the Head of HR.

Duties and Responsibilities

Recruitment and onboarding facilitation

• Assist with recruitment tasks: process recruitment requisitions, draft job adverts, review Job Descriptions in close liaison with recruiting managers.
• Facilitate posting of job advertisements on career websites, university boards, and other appropriate venues.
• Pull CVs from the recruitment e-mail address and shave in the shared recruitment folder.
• Review, perform basic reference checks (initial HR Snap interviews), and share screened CVs for shortlisting with the recruiting line managers
• Schedule and facilitate interviews, communicate interview results to candidates.
• Facilitate the on boarding process by coordinating with other departments to ensure all procedural requirements are executed and fulfilled.

HR Administrative Functions

• Provide clerical and administrative support to the HR team as assigned.
• Coordinate logistics for HR events and meetings.
• Facilitate management-employee communication; take minutes during HR / administration meetings, disciplinary sessions, performance reviews, trainings sessions etc.
• Assist in documenting performance evaluations, disciplinary actions, and employee achievements etc.
• Maintain the departmental email account and answer frequently asked questions from employees concerning standard policies, benefits, hiring processes, complaints in a timely and professional manner and refer more complex questions to higher-level HR staff.
• Track employee attendance and leaves, liaise with line managers and share updates.
• Coordinate and schedule training sessions for employees as instructed/ scheduled.
• Track participation and completion of compliance training to ensure all employees are up to date with their training requirements.
• Assist with payroll data processing and documentation.

Employee Documentation and Records Management:

• Create and maintain physical and electronic employee records, ensuring they are complete, accurate, and up to date.
• Record changes in employee status, such as promotions, transfers, and terminations.
• Ensure employees sign and return all necessary documents.
• Update employee records to reflect changes in personal information, job title, salary, or benefits.
• Ensure all required documents are collected, filed, and retained according to legal standards.
• Ensure records are stored securely and confidentially, in compliance with data protection regulations.
• Retrieve HR records as requested and approved.
• Assist in preparing and distributing employment contracts, offer letters, and other employment-related agreements.
• Assist process employee terminations, including preparing termination letters and finalizing paperwork.
• Maintain the integrity and confidentiality of human resources files and records.

 HR Compliance Functions:

• Serve as a point of contact for employees’ compliance-related queries, such as questions about labor laws, company policies, or ethical conduct guidelines.
• Facilitate communication between employees and HR to address and resolve compliance issues.
• Assist in the implementation and monitoring of HR policies and procedures.
• Assist with the monitoring of the company's HR compliance.
• Maintain awareness of the company’s HR policies.
• Ensure compliance with as well as communicating all updates to employees HR policies, procedures, and regulations.
• Stay informed about changes in employment laws and regulations that affect the company.
• Assist HR managers in reviewing and updating company policies and practices to align with new legal requirements.
• Support HR and compliance audits by gathering necessary documentation and assisting with onsite audit activities.
• Follow up on audit findings to help implement recommended changes and improvements.

Payroll Support

• Initiate communication and liaise communicating with accountants across the Group of Companies for submission of payroll updates as per payroll preparation schedule.
• Input and maintain employee data in the payroll system, including new hires, terminations, changes in salary, and deductions.
• Collect and review Biometrics (timecards/ timesheets) to accurately gather, calculate and document hours worked by employees as well absence hours.
• Assist address discrepancies and resolve issues related to time and attendance.
• Maintain and compile accurate and up-to-date payroll data and records as per payroll input received records, including employee earnings, deductions, etc in the agreed upon payroll changes sheet for Head of HR approval for payroll processing.
• Process and update payroll changes, such as updates to employee information and salary adjustments.
• Ensure accuracy and completeness of data to avoid errors in payroll calculations.
• Generating payroll reports as needed for HR and accounting purposes.
• Respond to employee inquiries regarding payroll issues, including paychecks, deductions, and taxes.

Report & Reports

• Track, compile, maintain and share HR data for the various HR processes for HR reports and reporting purposes.
• Collect and compile HR data from various sources such as employee records, payroll reports, and performance evaluations etc.
• Ensure the accuracy and completeness of the data collected.
• Assist in analysing HR data to identify trends, patterns, and areas for improvement.
• Customize reports to meet the specific needs of HR managers and executives.
• Generate standard HR reports such as headcount reports, turnover reports, and training reports and share with the relevant authorities as requested and approved.

Job Qualifications

• Higher National Diploma/ bachelor’s degree in human resources, Social Sciences, or equivalent from a recognized university is a desirable.
• Knowledge of labour laws and government regulations that concern workplaces and employment matters.
• Thorough understanding of human resource practices and industry trends.
• IHRM membership is a desirable.
• At least three (3) years of experience handling HR processes.
• Minimum 1 year of hands-on work experience in any HRMIS

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Duties and Responsibilities

Human Resource Information Systems

• In close liaison with the ICT staff, assists in the maintenance of the Human Resources sections of both the Internet, culture, and company information, and Intranet sites.
• Oversees the maintenance of up-to-date employee-related databases; both physical and electronic records and compiles and submits authorized HR data as per NEA requirements on an annual basis.
• Oversees the maintenance both of physical and electronic records on leave-annual, sick, and other absences.
• Recommends and maintains human resources databases, computer software systems, and manual filing systems.

Recruitment and Talent Acquisition:

• In close coordination with the Head-Human Resources, assists, oversees, and ensures line managers/business unit heads/ line directors set and hire within the stipulated policies and that all candidates are communicated with on time as per procedures established.
• In close liaison with the line managers, line directors and Head of Human Resources participates in the recruitment process as assigned.
• Interpret and implement recruitment strategies to attract top talent.
• Manage the entire hiring process, including job postings, screening, interviews, and selection.
• Collaborate with department managers to understand job requirements and skill sets for various positions.
• Maintain and manage candidate databases and ensure a smooth on boarding process for new employees.

Employee Relations and communication

• Serve as a point of contact for employee concerns, grievances, and conflicts, ensuring they are addressed promptly and fairly.
• Promote a positive work environment by implementing employee engagement initiatives as appropriate.
• Conduct further investigations when employee complaints or concerns are brought forth.
• Mediates disputes and management disciplinary procedures in line with company policies.
• Advises and supports line managers/business unit heads to manage employee relations issues, using HR policies and procedures and employment laws.
• Coordinates and assists in the resolution of specific policy-related and procedural problems inquiries.
• Oversees and assists with employee communication and feedback through such avenues as office meetings, suggestion programs, employee satisfaction surveys, newsletters, and one-on-one meetings.
• Helps monitor the organization's culture so that it supports the attainment of goals and promotes employee satisfaction.
• Assists with the office-wide committees including the wellness, learning, environmental health, safety, discipline, and communications committees and as will be communicated.

 Performance Management

• Support the implementation of performance review systems and processes through communication, assisting line managers review Job Descriptions, Key Performance Indicators, performance Appraisal Tools, performance development (Improvement) plans (PDPs), and employee development programs.
• Guide managers in setting clear performance goals and objectives for their teams as well as address disciplinary/Poor performance related issues in line with the provisions of the company policy and related laws while ensuring fairness and transparency.
• Monitor and update line managers to ensure that employee performance processes are complied with and returns submitted to HR department correctly and within the set timelines.
• Maintains employee-performance-related records- both physical and electronic.

 HR Policies and Procedures Compliance and Legal Requirements

• Assist in developing and updating HR policies and procedures in line with company objectives and legislative requirements.
• Communicate with HR policies to staff and ensure proper understanding and adherence across the organization.
• Support the development of the employee handbook and ensure it is regularly updated.
• Ensure compliance with labor laws, employment standards, and relevant regulations.
• Keep abreast of changes in labor laws and industry best practices.
• Maintain accurate and up-to-date employee records, ensuring confidentiality and compliance with data protection laws

 Compensation and Benefits

• Participate actively in administering employee compensation, benefits, and incentive programs.
• Assist in salary reviews and benchmarking processes to ensure competitiveness.
• Liaise closely with HR Assistant in charge of payroll to ensure timely and accurate payroll processing in collaboration with the finance department.

 Training and Development

• Identify training and development needs across the organization.
• Coordinate training programs, workshops, and seminars to support employee growth and skill development.
• Track the effectiveness of training initiatives and adjust as necessary.
• Maintain accurate and up-to-date employee training and development records, ensuring confidentiality and compliance with data protection laws.

 HR Reports and Reporting

• Gather, track data and information and report on all the HR-related reporting areas as directed and agreed with the Head of Human Resources.
• Implements related HR decisions arising from the HR reports directed Head-Human Resources
• Prepares and analyses reports that are necessary to carry out the functions of the department and office.
• Prepares and presents periodic reports for human resources on a daily, weekly, Bi-weekly, monthly, and quarterly or, as necessary and/or requested by the respective companies.
• Use HR data and analytics to identify trends and inform decision-making.
• Provide regular HR reports to management, highlighting key issues and opportunities for improvement.

Job Qualifications

• Possession of a Certified Human Resource Professional (CHRP)/ Higher National Diploma in Human Resources Management certification is a Must.
• Bachelor’s degree in human resources, Social Sciences, or equivalent from a recognized university added advantage.
• IHRM membership is a must-have.
• At least Three (3) years of experience managing HR processes in a labour-intensive and Unionisable environment.
• Payroll processing experience
• Minimum two (2) years of hands-on work experience in any HRMIS (MUST have).
• Knowledge and working experience with Kenyan Labour laws.