Summary of Responsibilities:
The HR Assistant is responsible for supporting the field HR administrative tasks to ensure smooth running of the office.
Key Tasks:
Talent Acquisition:
Support the assigned recruiter for the field office with all field office recruitment by: –
Vacancy posting in internal and external media as appropriate
Contacting candidates for interview
Preparation of interview packs
Contacting referees post interview to support appointment
Sending unsuccessful candidates interview feedback
Maintain updated recruitment files for each position recruited
Support localized incentive/refugee recruitment.
Updating recruitment trackers for all incentive positions
Talent Management:
Ensure that all staff requirements prior to arrival are available
Ensure all new staff are appropriately enrolled onto the payroll &Employee benefits schemes with the appropriate documentation
Maintain staff files with all the requisite documentation
Monitor induction process, ensuring that performance objectives are set and, and that post probation evaluation reviews are submitted on timely basis.
Contract Management:
Monitor expiry of Incentive staff LOUs and advise the HR Officer on a timely basis.
Assist in preparing contracts/LOU’s (Letters of Understanding) for Kakuma Incentive staff i.e. new staff/renewal.
Services and Administration:
Maintain a thorough knowledge of IRC personnel policies and assist the Human Resource department in ensuring employee adherence.
Maintain up to date records (forms, approvals, requisitions) for all field staff in relation to Personnel files, Recruitment, Leave, Training, Performance Management, Benefits, Payroll, Exit
Close and archive personnel files on timely basis
Ensure timely submission of monthly timesheets.
Support the HR Officer in preparation of Incentive/refugee staff Payroll
Maintaining stationery supplies for HR Office.
HRIS:
Support the maintenance of all talent acquisition and management processes on Workday HRIS management system.
Reporting:
Provide weekly/monthly reports to the HR Officer on the status of Personnel files, Leave, Training, Performance Management, Benefits, Payroll
Staff training and Development:
Facilitate all requests for staff training as approved in the Annual L&D Plan and maintain database of trainings attended.
Separation Process:
Coordinate the exit process and ensure finalization of all procedures within one month.
Ensure timely deletion of staff from insurance benefits.
Safeguarding:
Demonstrates a commitment to upholding the highest standards of integrity and professional conduct by preventing any form of abuse, exploitation or harassment. Promotes a safe and respectful environment for clients, colleagues and communities whilst promptly reporting any safeguarding concerns in accordance with IRC policies and procedures.
Required Experience & Competencies:
At least 2 years’ experience working in a busy HR department.
Degree / Diploma in Human Resource, Business Administration, Business Management or related Field.
CHRP Certification is an added advantage
Strong interpersonal skills, high degree of flexibility and team player
Excellent writing and organizational skills
Experience working in a multi-cultural environment
Conversant with word processing, spreadsheet and email computer applications
Qualifications
BA/BSc/HND , Diploma , Professional Certificate
Experience Required
2 years
