Human Resource Filling Clerk

Role Overview

This role sits at the heart of HR operations, ensuring every employee record—from contracts to training logs—is accurate, organised, and instantly retrievable. Day to day, you will maintain both physical and digital filing systems, run data checks, and support analytics, performance, and learning teams so that key decisions are based on reliable information. Your work directly enables compliance, smooth audits, and faster HR service delivery across the organisation.

Key Responsibilities

• Manage employee personnel files in both hard copy and electronic formats, including indexing, storage, retrieval, and archiving of documents such as contracts, job changes, performance appraisals, and training records.
• Conduct regular file audits to verify completeness, accuracy, and adherence to documentation standards, correcting any gaps or inconsistencies found.
• Update and maintain HR databases and the HR Information System (HRIS) with timely employee data changes, and run data validation checks to ensure integrity.
• Assist the Senior HR Officer in compiling HR reports and dashboards covering headcount, turnover, absenteeism, training participation, and performance metrics.
• Support the administration of performance management cycles by tracking submission deadlines for objectives and appraisals, maintaining performance records, and coordinating related communications.
• Maintain training and development records, update learning databases, and help coordinate logistics for training sessions including attendance tracking and evaluation collection.
• Provide general administrative support for HR projects, employee engagement activities, surveys, compliance reviews, and audit preparations as required.

Requirements & Qualifications

• Bachelor’s degree in Human Resource Management, Business Administration, Records Management, Information Management, or a closely related field.
• At least two years of hands-on experience in records management, filing, or office administration, with a focus on maintaining accurate employee records.
• Proven ability to work with electronic filing systems or HRIS platforms (training or certification in HRIS, data management, or Microsoft Excel is a plus).
• Experience supporting HR reporting processes, including data collection, validation, and basic report generation.
• Solid understanding of current HR practices, Kenyan labour law, and principles of confidentiality and data protection in employee records.
• Strong analytical, problem-solving, and organisational skills, with attention to detail and the ability to manage multiple tasks simultaneously.
• Effective communication and interpersonal skills to collaborate with internal stakeholders and support a range of HR functions.