Assistant II, HR Operations at Child Fund International

The HR Assistant, Operations, supports the daily functions of the HR department, ensuring smooth and efficient HR operations. The role will support recruitment & onboarding processes, maintain HR records, manage employee benefits, payroll management, and ensure compliance to organisation policies and labor laws.
Primary Responsibilities

Recruitment & Onboarding 

• Support the recruitment and selection process of staff, interns and volunteers.
• Coordinate the pre-employment documentation and background checks and oversee all administrative arrangements for new hires.
• Organize and manage new employee orientation, onboarding and training sessions.
• Create and implement effective onboarding plans.
• Provide onboarding to new staff in HR policies and procedures.
• Implement HR policies and procedures ensuring compliance with laws and regulations and organization policies and procedures.
• Preparation of internal HR documents such as contracts, letters, and reports.

Data Management & Reporting

• Maintain accurate and confidential employee records both physical files and digital records including payroll information.
• Oversee the leave & timesheet system ensuring optimal functioning at all times in liaison with the service provider.
• Provide training for new staff on HRIS systems and ensure optimal utilization by employees.
• Prepare monthly reports and monitor compliance to leave and timesheet policies and procedures.
• Contribute and support to ensure data quality in WeConnect.

Payroll and Benefits Administration

• Prepare and process the monthly payroll on a timely basis ensuring accuracy & timeliness.
• Maintain and update payroll records including filing of supporting documentation. 
• Ensure compliance with statutory requirements & timely reporting.
• Manage employee benefits scheme ensuring the staff insurance list is updated at all times.
• Respond to and support employee queries to ensure timely resolution of employee benefit related issues. 
• Serve as the primary contact with insurance service providers ensuring timely resolution of any issues, while escalating unresolved issues. 
• Reconciliation of vendor statements and ensure payments are made on timely basis.

Employee Relations

• Act as primary point of contact for employee requests and queries, and escalate unresolved issues to HRD. 
• Support in organizing staff welfare and employee engagement initiatives.
• Coordinate the employee exit process ensuring departing staff complete the exit & clearance process and prepare the computation of final dues.

Others:

• Support the day-to-day HR administrative tasks.
• Support in preparation for audits ensuring information is available to auditors on a timely basis.
• Support in implementation of Health & Safety procedures as per the OSH Act.
• Track completion of organisation mandatory trainings.
• Participate in HR projects and initiatives as requested.
• Any other relevant duties.

Required Experience and Education

• Bachelor’s degree in Human Resources Management, or Business Administration.
• Professional certification such as CHRP ongoing.
• Membership with the Institute of Human Resource Management (IHRM) Kenya.
• 2-4 years’ experience in HR operations in a similar role, ideally in the NGO sector.
• Working knowledge of HR operational functions and compliance requirements.
• Knowledge of Kenyan labor laws and statutory compliance standards.