Essential Job Responsibilities

RECORDS MANAGEMENT SUPPORT

Organize staff files (physical & digital) for easy retrieval.

Ensure staff files are organized and complete per audit requirements.

Ensure all statutory documents/policies are signed and in staff files

Sort, label, and file physical documents (employee records, forms, contracts) in designated personnel files.

Electronically upload/scanned documents to Mercy Corps HCM or digital repositories with correct naming conventions

Receive new hire paperwork, benefits enrollment forms, etc., and route for processing before filing.

Track pending documents requiring signatures/completion.

Digitally move files to designated archive folders/systems, ensuring accuracy

Maintain a log (spreadsheet/database) of archived boxes/files with location

Verify the presence of mandatory documents in personnel files

Identify missing, misfiled, or outdated documents.

Accurately input basic in HCM related to filing/archiving.

Assist with digital file organization within P&C system

Strictly adhere to data privacy regulations and company policies

ON BOARDING AND OFFBOARDING PROCESSES SUPPORT

Support the preparation of orientation schedules for new staff members.

Assists track the onboarding process to ensure it is done to completion

Ensuring staff receive complete orientation pack on arrival

Ensuring staff are fully oriented within one month of reporting.

Any other duties assigned in the People & Culture Department.

SAFEGUARDING RESPONSIBILITIES 

Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.

Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.

Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Supervisory Responsibility

None

Accountability

Reports Directly To: People & Culture Officer

Works Directly With: The People & Culture Team, Department/Program managers/coordinators,  

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

Bachelor’s degree in human resources management, social sciences or equivalent

A member of IHMR/Certified Human Resources Practitioner – Kenya is strongly desirable

Strong communication and interpersonal skills.

Proficiency in Microsoft Office applications/Computer skills.

Confident, articulate, detail-oriented and organized

Team Player, Ability to multi-task, Enthusiastic and ready to learn

Passionate about serving vulnerable people, especially children

Able to work within a multi-cultural environment