Human Resource Assistant

Role Overview

This role sits within a busy hospital human resources department and involves providing hands-on administrative support across the full employee lifecycle. Day to day, you will coordinate recruitment logistics, maintain accurate personnel records, manage compliance trackers, and serve as the first point of contact for staff and line managers on HR policy questions. Your work directly enables the HR Business Partner to focus on strategic initiatives by ensuring that routine processes – from onboarding to separation – run smoothly, on time, and in line with Kenyan labour laws.

Key Responsibilities

• Manage end-to-end administrative tasks for employee lifecycle events: prepare interview schedules, draft offer letters and contracts, process confirmations, transfers, and separations, and maintain corresponding trackers.
• Serve as the first-line support for employees and supervisors on standard HR policies, procedures, and queries; escalate complex or sensitive matters to the HR Business Partner.
• Maintain the HR information system and physical personnel files – update organisational charts, staff movements, leave records, and probation review dates to ensure data accuracy and timely manager follow-up.
• Prepare and validate monthly payroll inputs such as new hires, exits, leave adjustments, and other changes before submission to payroll.
• Support employee relations processes by organising documentation, scheduling and minuting disciplinary, grievance, and absenteeism meetings, and tracking open cases to closure.
• Coordinate learning and development logistics – book venues, enrol participants, monitor attendance, collect evaluation forms, and keep compliance training records up to date.
• Run routine HR reports (headcount, turnover, leave utilisation, overtime, and employee movement) and compile them for review by the HR Business Partner.
• Oversee the end-to-end background verification process: collect candidate documents, initiate checks with vendors, track progress, and escalate delays or discrepancies to the HR Business Partner.

Requirements & Qualifications

• Bachelor’s degree in Human Resource Management, Social Sciences, Business Administration, or a related business field from a recognised institution.
• Active registered membership with the Institute of Human Resources Management (IHRM).
• Minimum of two years’ experience in a busy HR department, preferably in a hospital or healthcare setting.
• Sound knowledge of current HR best practices and Kenyan labour legislation, including familiarity with collective bargaining agreements.
• Demonstrated ability in organisation development, compensation, talent management, and employee relations.
• Strong problem-solving, analytical, and creative thinking skills; able to integrate information from diverse sources.
• Excellent interpersonal and communication skills for managing relationships with internal and external stakeholders.
• Proven ability to handle multiple priorities, meet deadlines, and maintain strict confidentiality with sensitive employee data.