About the Role

This is a 1 year graduate programme that aims to equip graduates with work-ready skills, more specifically those that are typical to our sanitation impact work in informal settlements. Applicants can expect to provide comprehensive support and assistance to facilitate the smooth and efficient operation of the office and talent department functions. You will be responsible for performing various administrative tasks, managing information, coordinating schedules, and ensuring the timely completion of tasks and projects.

Duties and Responsibilities

Office Administration

• Welcoming all visitors and showing them around the office
• Assist in the coordination of office activities
• Handle office phone calls and redirect them to the relevant person
• Ensure that the office space is always clean, tidy and well arranged
• Ensuring that meeting rooms are set, chairs arranged and the projector connected prior to all meetings
• Regularly update the utility tracker and any other assigned trackers
• Issue relevant approved office supplies
• Raising requests for required stock
• Coordinating with the maintenance supervisor any maintenance and renovations when necessary
• Support in assigned administrative tasks within the other talent Operations function 

Casual Management

• Collaborate with supervisors to accurately collect the casual information: on the casual personal details, attendance, the number of hours worked and any other relevant information 
• Compute the casual payments accurately for Nairobi, Kisumu and Eldoret offices and follow up on the daily wages are paid on a weekly basis.
• Schedule and conduct spot checks with casuals weekly to identify if there are any issues. 
• Generate a tracker on the issues identified and inform the supervisor where relevant to address the issues.
• Organize the talent Operations and casuals dropbox.
• Administer casual contracts and follow up with all casuals to sign the contracts on daily basis or upon engagement.
• Prepare a tracker on casual contract management and the appropriate status.
• Aid in HR analysis data.

NITA

• Request for NITA training and fill the appropriate forms and follow up on training approval.
• File for NITA Claims by filling the appropriate forms and follow up on reimbursement quarterly.

Employee Separation

• Draft of acceptance of resignation letter & Certificate of Service
• Initiate clearance on DocuSign & follow up on timely employee Clearance 
• Collaborate with the talent partners, to ensure all company assets assigned to the exiting employee are returned on the last working day 
• Terminate exiting employees profiles on Odoo and remove them on our internal trackers.

Salary Advance Requests

• Compile monthly salary advance requests and prompt supervisor to review  then share with Accounts to process payment by 15th of every month.

Pension

• Share pension forms with new employees upon successful completion of probation and other members upon request.
• Share enrollment forms with Kenindia
• Support employees to access their Pension statements
• Initiate pension withdrawals & transfers for exiting employees
• Update Pension tracker

Benevolent Fund

• Initiate & ensure employees receive Benevolent funds 

Medical Cover Enrollment

• Enrol all the new joiners and new dependants in the medical coverage and  Submit medical enrollment details to the Insurer within 24 hours of receiving the forms.
• Compile and update the medical members' names and their dependents in the tracker.
• Remove exited employees from Medical and collaborate with your manager to ensure the credit notes where applicable are issued by the insurer.
• Follow up to ensure all new joiners are enrolled in Smart Access 

Qualifications

• Diploma/ Degree in Human Resource Management,Business Administration or any other related field of study
• Previous knowledge in HR practice, administrative and general office experience is desirable
• Must be computer literate with proficiency in MS word, Excel and G Suite
• Be a team player willing to learn, adapt and work with minimum supervision
• Excellent communication, influencing and interpersonal skills
• High levels of energy and enthusiasm and ability to work under pressure
• Owns their own results and can keep others accountable
• Impeccable integrity and ethics, high level of confidentiality