Human Resource Assistant

Position Summary

The HR department supports IPA Kenya functions by ensuring that the organization takes care of our most important resource i.e. our people. The HR department is responsible for recruitment and selection, compensation and benefits management, performance management, learning and development, and employee relations etc.

The Human Resource Assistant, under the general supervision of the Associate Human Resource Manager and within the limits of Innovations for Poverty Action-Kenya policies and procedures, helps coordinate and facilitate the Human Resource Department activities, functions and processes. Below is a list of the general duties and responsibilities of the Human Resource Assistant, to be carried out as needed according to the determination of the Associate Human Resource Manager.

Responsibilities

Recruitment and selection

•  Maintain a database of job postings made by IPA within a month for national jobs.
•  In consultation with the Associate HR Manager coordinate shortlisting of qualified applicants according to pre-specified criteria provided by hiring managers.
•  Schedule and organize interviews
•  Inform unsuccessful applicants officially through email 

Onboarding & Orientation

•  Facilitate induction of new staff
•  Support the planning and scheduling of orientation for new hires to discuss IPAK's policies

Contract Management

•  Preparing. monitoring. and renewing of staff contracts
•  Notify relevant managers of the approaching end of a contract and follow up with renewals as instructed by managers

Performance Reviews

•  Ensure that all performance plans and appraisal forms are filed in all respective staff files

Leave and timesheet management

•  Ensure monthly database update of stat leave/sick leave balances within a stipulated time frame
•  Assist in tracking absenteeism within the projects.
•  Ensure that all staff taking leave vacation have the required approvals from their supervisors
•  Monitor all the Maternitv / Paternitv leave cases within projects.
•  Periodically remind staff within the project through their immediate supervisors to use leave days during the year to avoid carrying forward of leave days
•  Work hand in hand with the Associate Human Resource Manager to ensure that timesheets are timely submitted and assist where need be.

Database & Personnel File Maintenance

•  Ensure that the staff database is updated with all relevant information required and that inactive staff is captured separately
•  Ensure alas documents are scanned and saved on ох
•  Ensure stair files are labeled clearly and arranged in accordance with staff numbers.

Other

•  Carry out other duties as shall be assigned from time to time by the HRM and AssocIate HRM as part of IPAK daily activities

Qualifications

•  Bachelor's degree in human resource management or any other business-related course.
•  Higher National Diploma in Human Resource Management or its equivalent.
•  CHRP certified or enrolled
•  Must be a member of IHRM in good standing.
•  3 years of HR experience in a similar position. preferably in the NGO context
•  Good oral and written communication skills.
•  Excellent organizational skills.
•  Familiarity with Kenya labor laws.
•  A strong team player and committed to diversity, equal opportunity, and capacity building.
•  Ability to work under pressure and meet deadlines.
•  Previous experience in providing remote support is highly desirable.
•  Ability to operate in a dynamic environment and communicate with various levels of staff.
•  Possession of a strong degree of integrity, including the ability to appropriately handle confidential information.
•  Well organized and keen to detail
•  Proficiency in MS suite
•  Willingness to travel across IPAK field offices in Kenya.

Reports to

• Associate Human Resource Manager