HR Assistant

Position: HR Assistant
Location: Nairobi, Kenya
Reports to: HR & Administration Officer
Organization: RefuSHE Kenya
Contract Type: Full-time

ABOUT RefuSHE

RefuSHE is a nonprofit organization dedicated to supporting refugee girls and young women in Kenya. We provide comprehensive support services, including safe shelter, education, case management, legal assistance, and advocacy, to empower refugee girls to rebuild their lives in safety and dignity.

POSITION SUMMARY

The purpose of the HR Assistant is to support the HR and Administration functions by managing recruitment and selection processes, overseeing staff induction, administering payroll and benefits, maintaining staff records, and ensuring compliance with relevant licenses. This role will also provide administrative support and ensure efficient office management. The HR Assistant will act as a liaison between staff, promoting a positive work environment and ensuring the effective use of resources to maintain organizational efficiency and compliance.

KEY RESPONSIBILITIES

1. Recruitment & Selection: Assist in the recruitment and selection process to attract competent talent.
2. Induction Program: Manage the induction program for new staff in collaboration with department heads and program managers.
3. Compensation & Benefits: Administer monthly payroll and manage staff compensation and benefits in liaison with the Finance Department, ensuring timely salary payments and statutory deductions.
4. Staff Records: Maintain proper records of all staff contracts and renewal dates, advising HR & Admin Officer in advance of renewals and non-renewals.
5. Performance Management: Track staff objective setting, performance appraisals, and leave balances, ensuring supervisors manage these processes within deadlines.
6. Personnel Files: Maintain confidential staff personnel files, both physical and online.
7. Compliance: Ensure organizational compliance with relevant licenses such as food handling, public health, fire clearance, and OSHA certificates.
8. Exit Processes: Review final dues and payments for exiting staff to ensure accuracy and compliance with labor laws and facilitate staff offboarding procedures.
9. Staff Support: Serve as a link between supervisors and staff, providing guidance on HR related correspondence.
10. Enquiries Management: Monitor the organizational enquiries email address and calls, referring issues to relevant staff.
11. Office Management: Oversee reception work, office space allocation, general cleanliness, and ensure an engaging office environment.
12. Visitor Management: Manage the flow of visitors, ensuring issuance of badges and security checks.
13. Resource Management: Ensure efficient use of resources to keep costs low and ensure workplace safety.
14. Utility Bills: Ensure timely submission and payment of utility bills and rent invoices.
15. Lease Agreements: Maintain and track lease agreements and service level agreements.
16. Asset Insurance: Liaise with the operations officer to keep track of asset insurance and renewal notices.
17. Catering Management: Oversee the cooks’ duty roster to ensure timely meal service in RefuSHE Premises.
18. Meeting Rooms: Ensure meeting rooms are always ready for use.
19. Inventory Control: Create and maintain effective internal controls for equipment inventory and management.
20. Administrative Supervision & Coordination: Monitor and supervise administration support staff, manage hygiene, compound cleanliness, and office supplies.

QUALIFICATIONS & SKILLS

Education:

• Bachelor’s degree in HR / Diploma in HR, with CHRP I
• Must be a member of IHRM

Experience:

• 0-2 years professional experience in HR & Administration
• Experience in a nonprofit setting is preferred.

Technical & Behavioral Skills

• Familiarity with HRIS for maintaining personnel records and managing HR processes (e.g. Dynamics BC)
• Proficiency in managing the end-to-end recruitment process, including job postings, candidate screening, and interviewing.
• Experience in administering payroll, managing compensation and benefits, and ensuring compliance with statutory deductions, and high level of accuracy & attention to detail
• Knowledge of relevant labor laws and regulations, ensuring organizational compliance.
• Strong organizational skills for maintaining accurate and confidential staff records.
• Capability to review and suggest improvements for HR policies and procedures.
• Fluency in English with excellent writing and presentation skills.
• Skills in managing office administration, including utility bills, lease agreements, and office supplies.
• Proficient in the use of MS Office Suite
• Able to cope with overlapping tasks and deadlines.
• Conscientious and self-motivated.
• Excellent interpersonal skills, and the ability to communicate well with other staff members at all levels of the organization.
• Strong problem solving and creative skills.
• High level of integrity and dependability with a strong sense of urgency and results-orientation.
• Able to operate in a multicultural, multilingual environment, with a wide range of stakeholders.
• Flexible approach, able to produce high-quality outputs at short notice and adapt to changing circumstances.

How to apply

Qualified and interested candidates should submit their resume and cover letter indicating salary expectation to hr@refushe.org , citing the position title “HR Assistant” on the email subject line, by close of business on 27th December 2024.

RefuSHE is an equal opportunity employer.We appreciate all applications received, however, please note that only shortlisted candidates will be contacted.

Consent: By applying for this position, I hereby consent for RefuSHE to collect, process, and store my personal data in accordance with the privacy policy. I understand I may withdraw my consent at any time by contacting the email address provided in this job advert to withdraw my application.