Human Resources Assistants

Requirements/ qualifications

• Diploma in Human Resources Management or its equivalent.
  
• At least one year’s experience in a HR set up.
  
• Experience in Microsoft Office.
  
• Must be organized, accurate, thorough, and able to monitor work for quality.
  
• Must be able to prioritize and plan work activities and to use time efficiently.
  

Support in Recruitment, Onboarding & Exit Management

• Screening/longlisting of candidates' applications.
  
• Preparing interview files and coordinating interview logistics.
  
• Taking interview minutes during recruitment interviews.
  
• Coordinating the onboarding process for new staff and ensuring they have the necessary resources for settling in.
  
• Organizing induction schedules and logistics (venue, materials, IT access- Initiating creation of staff email accounts and JIRA platform access and sharing credentials with staff upon completion).
  
• Preparing new staff profiles for internal announcements.
  
• Dispatching staff contracts.
  
• Initiating exits for departing staff in the ERP.
  
• Support in exit management & collate exit interview data.
  
• File discharge voucher & close personnel file to reflect employee departure.
  
• Reviewing employee clearance as received and updating it in the exit tracker matrix.
  
• Issue certificate of service and update the personnel file.
  

Support Contract & Employee Records Management

• Collecting, updating, and organizing employee files (digital and physical).
  
• Assist in preparing consultancy contracts and hosted organization contracts.
  
• Collating and submitting payroll input documents.
  
• Capturing and maintaining employee data in the HR system.
  
• Maintain accurate and confidential personnel records in the digital filing System and physical files.
  
• Assist during HR audits, reviews, and preparation of documentation for internal or external assessments.
  

Immigration, Protocol & Compliance

• Preparing work permit support letters for non-Kenyan staff at icipe and hosted institutions in
  
• liaison with the Protocol Officer.
  
• Updating staff details in the Ministry of Foreign Affairs (MoFA) portal.
  

HR Administrative Support

• Processing UN subscription for IRS staff and eligible staff within hosted institutions.
  
• Preparation of general HR correspondence letters.
  
• Preparation of vendor forms for suppliers (e.g. schools, HR service providers, and other HRrelated vendors).
  
• Preparation and Issuance of staff badges.
  
• Any other duties assigned.