The overall job purpose of the HR Assistant is to provide comprehensive support to the HR department.
- Minimum Qualification :Bachelors
- Experience Level :Entry level
- Experience Length :2 years
Reports To: Director
Job Purpose: The overall job purpose of the HR Assistant is to provide comprehensive support to the HR department by managing employee records, facilitating recruitment and onboarding processes, ensuring compliance with policies and regulations, and promoting employee engagement, all to drive efficient HR operations and foster a positive, productive workplace environment.
Main Responsibilities:
•Employee Records Management
• Maintain and update employee records, including personal details, contracts, and leave balances.
• Ensure proper organization and secure storage of all employee documentation.
•Recruitment Support
• Schedule interviews and coordinate communication with candidates.
• Prepare necessary recruitment documentation, such as interview guides and offer letters.
•Onboarding and Induction
• Assist in onboarding new employees by preparing induction materials and coordinating orientation sessions.
• Issue HR-related documents, such as offer letters, contracts, and confirmation letters, under supervision.
•Employee Relations and Communication
• Handle routine employee inquiries about HR policies, procedures, and benefits.
• Escalate complex employee concerns to the Director.
• Assist in organizing disciplinary and grievance procedures, including taking minutes and managing related documentation.
•Performance Management
• Track employee reviews and ensure timely submission of performance evaluations.
• Monitor employee contracts and plan appraisals as needed.
•Attendance and Leave Management
• Monitor employee attendance, including lateness and absenteeism, and prepare monthly analysis reports.
• Maintain and update the leave schedules for all employees.
•Payroll and Benefits Administration
• Collect and compile payroll data, ensuring accuracy and timely submission to the payroll administrator.
• Administer employee benefits, such as pension system, tuition and welfare including processing claims and changes.
•HR Policy and Compliance
• Assist in developing and reviewing the HR staff handbook and policies.
• Inform teaching and non-teaching staff of updates to policies.
• Ensure compliance with labour law related statutory requirements.
•Employee Engagement and Welfare
• Support staff welfare activities, such as team-building events and recognition programs.
• Ensure that all the necessary communication to staff is delivered in a timely and clear manner.
• Contribute to fostering a positive and professional work environment.
•General Administrative Support
• Maintain HR filing systems, ensuring accurate and confidential record-keeping.
• Answer frequently asked questions from employees about standard policies, procedures and benefits.
• Provide timely and accurate HR reporting to management as required.
Qualifications/Competencies:
• Bachelor’s Degree in Human Resource Management from a reputable University.
• CHRP certification will be a definite advantage.
• At least 2 years’ HR experience in in HR operations
• Experience in a school set-up is preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Knowledge of Kenyan Labour Laws
• Proficiency in MS Office(Word, Excel, PowerPoint); familiarity with HRIS system will be an advantage.
• High level of integrity, confidentiality and professionalism.
• Adaptable and able to work with diverse cultural backgrounds.
