HR Associate

Role Purpose

• We are seeking HR Associate to be deployed to our client sites on an outsourced basis. In this role, you will act as the on-site HR support person, providing day-to-day administrative and operational assistance. You will execute routine HR tasks, maintain records, assist with recruitment coordination, manage employee queries, and ensure smooth HR operations under the guidance of a senior HR manager (either from Reeds or the client).

Job Description

HR Administration & Record Keeping

• Maintain and update employee personnel files (both physical and digital).
• Ensure all HR documents (contracts, offer letters, leave forms, disciplinary records) are properly filed and easily retrievable.
• Prepare routine HR letters (e.g., confirmation, promotion, warning, transfer).
• Manage employee data entry into the HRMIS (e.g., new hires, leavers, transfers).

Recruitment Support

• Post job advertisements on job portals and social media as instructed.
• Screen CVs against basic role requirements.
• Coordinate interview schedules (booking rooms, contacting candidates, sending invites).
• Assist in reference checks and document verification.
• Prepare new hire onboarding packs and facilitate orientation logistics.

Attendance & Leave Management

• Track employee attendance, absenteeism, and lateness using biometric systems or timesheets.
• Manage leave applications and maintain the leave balance tracker.
• Prepare monthly attendance reports for payroll processing.

Payroll Support

• Collect and verify payroll inputs (overtime, allowances, deductions, new hires, exits).
• Submit accurate and timely payroll data to the payroll processor.
• Distribute pay slips to employees.

Employee Relations Support

• Serve as the first point of contact for basic employee queries (leave, pay, policies).
• Schedule disciplinary hearings and take minutes during proceedings.
• Issue simple warning letters as directed by the HR manager.
• Assist in organizing employee engagement activities (team building, staff meetings, wellness days).

Performance Management Support

• Distribute performance review forms to employees and line managers.
• Track and follow up on timely submission of completed performance appraisals (monthly, quarterly, or annual as per client policy).
• Maintain a performance management tracker (scores, ratings, completion rates).
• Schedule performance review meetings between employees and supervisors.
• Assist in compiling performance improvement plan (PIP) documentation as directed.
• Provide basic reminders and guidance to staff on how to complete self-assessments.
• File all performance appraisal records in employee personnel files.
• Generate basic performance completion reports for the HR manager.

Compliance Support

• Ensure new hires submit all statutory deduction details (SHA, NSSF, KRA PIN).
• Maintain a tracker for contract renewals and fixed-term end dates.
• Assist in preparing documentation for labor office audits.

Reporting

• Prepare daily/weekly basic HR reports (attendance summary, new hires, exits, leave status).

Job Requirements

Qualifications & Requirements

• Diploma or Degree in Human Resource Management, Business Administration, or a related field.
• CHRP or Ongoing.
• 2 – 3 years of experience in an HR administrative role.
• Internships or attachment in an HR department will be considered.
• Experience in a fast-paced environment is preferred.