HR & Admin Assistant Job

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Human Resources and Administration Assistant Job, Current Administration Jobs Kenya,

Position Title: Human Resources and Administration Assistant,

Project: USAID Stawisha Pwani,

Location: Nairobi,

Reports to: Human Resources and Administration Specialist,

The Human Resource and Administration Assistant will support in day-to-day administration and Human resource tasks. He/she will report to the Human Resources and Administration Specialist and will ensure the efficient day-to-day operation of the office, and support the work of management and other project staff.

Roles and Responsibilities

1. Reception  

  • Respond to general physical and phone inquiries in a professional and courteous manner  
  • Direct phone inquiries to the appropriate staff members  
  • Reply to general information requests with the accurate information  

2. Recruitment and orientation  

  • Prepare interview documents  
  • Prepare orientation documents and organize for orientation meetings for new employees  
  • Coordinate with insurance company for staff enrolment (GPA/Medical)  

3. Staff Records Management  

  • Ensure all staff files are complete in accordance with institutional policies  
  • Ensure all statutory documents/policies are signed and recorded in staff files
  • Maintain staff files (both hard and soft copy)
  • Update staff lists on a monthly basis as required  
  • Maintain staff leave records  

4. Office Administration  

  • Sort incoming mail and courier deliveries for distribution  
  • Prepare and send outgoing mail, and courier parcels  
  • Forward incoming general e-mails and calls to the appropriate staff member  
  • Purchase, receive and store the office supplies ensuring that basic supplies are always available  
  • Code and file material according to the established procedures  
  • Update and ensure the accuracy of the organization’s databases  
  • Provide secretarial and administrative support to management and other project staff  
  • Make travel/flight bookings, meeting and other arrangements for various project staff  
  • Co-ordinate the maintenance of office equipment. i.e. printers  

5. Procurement  

  • Maintaining a proper filling system according to established records management procedures
  • Receiving the approved requisitions and checking if it’s of the right specifications as directed by the user requirements
  • Process accounts payable ensuring timeliness and accuracy of information
  • Assist with proper documentation and maintenance of all supply documents including invoices and delivery note awaiting payment
  • Preparations of various information/ reports as may be requested

6. HR Reporting  

  • Consolidate HR reports  
  • Prepare monthly payroll changes  

7. Hotel and flight bookings  

  • Make hotel bookings for guests and meetings as required  
  • Coordinate the booking of tickets for staff travelling  
  • Working with taxi company to organize for airport transfers etc.  

Required Qualification  

  • Degree in Human Resource Management.
  • Higher Diploma in Human Resource Management.
  • 2-3 years of working experience in a similar capacity.
  • Ability to communicate and cooperate with everyone in the team.
  • Good report writing and analytical skills.
  • Highly organized and attention to details.  
  • Knowledge of basic MS Office (email, spread-sheets, word, job-related software, etc.).
  • Teamwork and participation.  
  • Must be a member of IHRM.

How to Apply:  

Kindly send your application that includes a cover letter and an updated CV including names of three professional referees to [email protected] on or before  22nd July 2021 . Applicants are advised to include the title “ HR AND ADMIN ASSISTANT ” on the subject line.  

The Center for International Health, Education and Biosecurity (Ciheb) – Kenya is an equal opportunity employer. Only shortlisted candidates will be contacted  

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