HR Assistant - HR Administration Office (Fixed Term) at Aga Khan University Hospital

Job Purpose

Reporting to the Human Resources Manager, the incumbent, will offer seamless support towards the provision of HR functional support. 

Key responsibilities:

• Onboarding of new staff, preparation of relevant documentation and submission of contractual documents to payroll
• Document verification for both new and continuing staff as applicable
• Support in administration of medical benefits for staff and eligible dependents
• Process separation documentation for exiting staff as per laid down policies and procedures and within the set timelines
• Support in sending triggers to Departments to facilitate preparation of contract extensions/conclusions as and when required.
• Assist in ensuring timely confirmation of new staff on completion of probation and timely enrolment of benefits in line with institutional policy.
• Provide support in processing pension/provident fund withdrawal forms to Jubilee Insurance
• Ensure that clearance forms and final letters are sent to finance in a timely manner to facilitate payment of final dues.
• Provide support in responding to employee queries including leave queries/troubleshooting, biometric access, and drafting all HR related correspondence using prescribed templates for approval
• Manage HR records including creating and maintaining personnel files, both physical and virtual, maintaining records of ongoing recruitments and filing any other HR correspondence
• Update HR Quality Variance Reports before the 5th of the following month
• Support in primary source verification of new staff academic verifications
• Support in logistical arrangements for meetings and interviews including contacting and scheduling participants, booking rooms or creating meeting links, preparing requisite documentation and updating unsuccessful candidates of the outcome and minute taking
• Assist supervisor in employee relations matters by booking meetings, preparing documentation and taking minutes
• Any other duties that may be assigned from time to time.

Qualifications, Experience and Skills required:

• Diploma/Higher Diploma in Human Resource Management
• Working Knowledge of the Kenyan labor laws
• Proficiency in MS office packages
• Excellent written and verbal communication skills
• 1 - 2 years’ HR administrative work experience in a busy HR set up
• Demonstrated excellence in organizing priorities.
• Good customer service
• Good analytical skills
• Ability to work under pressure.
• Demonstrated ability to preserve confidentiality.
• Good communication both verbal and written.