Human Resource Assistant

Role Overview

Based in Mombasa, the Human Resource Assistant provides practical administrative support throughout the employee lifecycle, from recruitment coordination and onboarding to leave tracking and employee record maintenance. The role helps the HR team keep information accurate, documents readily accessible, and routine employee requests moving while protecting confidential personnel data.

Key Responsibilities

• Coordinate onboarding activities, track employment contracts, manage leave records, and prepare routine employee correspondence.
• Maintain complete and current personnel files in both physical and electronic formats, checking that required contracts, statutory documents, and emergency contacts are on record.
• Update employee information in the HRIS and related databases, and scan, upload, organize, and archive HR documents for efficient retrieval and audit preparation.
• Arrange interview schedules, reference checks, and orientation logistics to support recruitment and new-hire processes.
• Respond to routine employee questions, referring grievances and policy matters to the appropriate HR manager.
• Work with line managers to collect attendance records, performance forms, and other required HR documentation.
• Draft standard letters, internal notices, service certificates, and introductory communications.
• Prepare routine HR summaries, including leave schedules, turnover records, and other administrative metrics for management review.

Requirements & Qualifications

• Diploma or bachelor’s degree in Human Resource Management, Business Administration, or a closely related discipline.
• At least two years of experience in HR administration or office support.
• Practical experience using HRIS platforms, electronic databases, and digital document management systems.
• Strong working knowledge of Microsoft Word, Excel, and Outlook, along with document scanning tools.
• Well-organized approach to electronic filing, spreadsheets, document checks, and administrative deadlines.
• Clear written and spoken communication in both Kiswahili and English.
• Sound judgment and discretion when handling employee, medical, and payroll-related information.
• IHRM membership or progress toward registration, or CHRP certification, is an advantage.

What We Offer / Why Join

This is a full-time, on-site position in Mombasa. Salary is negotiable.