• The HR Assistant, Operations, supports the daily functions of the HR department, ensuring smooth and efficient HR operations. The role will support recruitment & onboarding processes, maintain HR records, manage employee benefits, payroll management, and ensure compliance to organisation policies and labor laws.

Primary Responsibilities

Recruitment & Onboarding 

• Support the recruitment and selection process of staff, interns and volunteers.
• Coordinate the pre-employment documentation and background checks and oversee all administrative arrangements for new hires.
• Organize and manage new employee orientation, onboarding and training sessions.
• Create and implement effective onboarding plans.
• Provide onboarding to new staff in HR policies and procedures.
• Implement HR policies and procedures ensuring compliance with laws and regulations and organization policies and procedures.
• Preparation of internal HR documents such as contracts, letters, and reports.

Data Management & Reporting

• Maintain accurate and confidential employee records both physical files and digital records including payroll information.
• Oversee the leave & timesheet system ensuring optimal functioning at all times in liaison with the service provider.
• Provide training for new staff on HRIS systems and ensure optimal utilization by employees.
• Prepare monthly reports and monitor compliance to leave and timesheet policies and procedures.
• Contribute and support to ensure data quality in WeConnect.

Payroll and Benefits Administration

• Prepare and process the monthly payroll on a timely basis ensuring accuracy & timeliness.
• Maintain and update payroll records including filing of supporting documentation. 
• Ensure compliance with statutory requirements & timely reporting.
• Manage employee benefits scheme ensuring the staff insurance list is updated at all times.
• Respond to and support employee queries to ensure timely resolution of employee benefit related issues. 
• Serve as the primary contact with insurance service providers ensuring timely resolution of any issues, while escalating unresolved issues. 
• Reconciliation of vendor statements and ensure payments are made on timely basis.

Employee Relations

• Act as primary point of contact for employee requests and queries, and escalate unresolved issues to HRD. 
• Support in organizing staff welfare and employee engagement initiatives.
• Coordinate the employee exit process ensuring departing staff complete the exit & clearance process and prepare the computation of final dues.

Others:

• Support the day-to-day HR administrative tasks.
• Support in preparation for audits ensuring information is available to auditors on a timely basis.
• Support in implementation of Health & Safety procedures as per the OSH Act.
• Track completion of organisation mandatory trainings.
• Participate in HR projects and initiatives as requested.
• Any other relevant duties.

Required Experience and Education

• Bachelor’s degree in Human Resources Management, or Business Administration.
• Professional certification such as CHRP ongoing.
• Membership with the Institute of Human Resource Management (IHRM) Kenya.
• 2-4 years’ experience in HR operations in a similar role, ideally in the NGO sector.
• Working knowledge of HR operational functions and compliance requirements.
• Knowledge of Kenyan labor laws and statutory compliance standards.