Human Resource Assistant

The overall purpose of this job is to provide administrative support to the human resources function in order to facilitate achievement of the departmental objectives.

Roles and Responsibilities

• Support implementation of HR initiatives within assigned business units in line with departmental objectives and guidance from the HR Business Partner.
• Coordinate employee lifecycle processes including recruitment administration, onboarding, transfers, confirmations, and separation documentation to ensure smooth execution and compliance.
• Schedule interviews, prepare employment documentation, and maintain recruitment and onboarding trackers for timely follow-up.
• Maintain accurate employee records, organization charts, and staff movement data within the HR information system and personnel files.
• Provide first-level support to employees and line managers on routine HR policies, procedures, and employment-related queries, escalating complex matters to the HR Business Partner.
• Support administration of employee relations processes including disciplinary, grievance, and absenteeism cases by preparing documentation, coordinating meetings, and recording minutes.
• Monitor timelines for probation reviews, contract renewals, leave balances, and performance activities to ensure timely action by managers.
• Assist in coordinating the performance management process by issuing templates, tracking submissions, compiling reports, and maintaining documentation.
• Support coordination of learning and development activities including training logistics, attendance tracking, evaluation records, and compliance monitoring.
• Prepare routine HR reports including headcount, turnover, leave utilization, overtime, and employee movement data for review by the HR Business Partner.
• Support payroll processing by preparing and validating monthly HR inputs including new hires, exits, leave adjustments, and other employee changes.
• Maintain trackers for professional licenses, certifications, and mandatory compliance requirements to ensure timely renewals.
• Support implementation of HR policies, procedures, and employee engagement initiatives across the assigned business units.
• Ensure employee documentation and HR records comply with labour laws, internal policies, and applicable Collective Bargaining Agreements.
• Liaise with departmental managers to follow up on routine HR action items and ensure closure of assigned people-related matters.
• Assist in preparation of presentations, reports, and documentation for management meetings and HR reviews.
• Maintain confidentiality of employee information and handle sensitive documentation with professionalism and discretion.
• Coordinate and execute end-to-end source verification processes by collecting and validating documents, initiating and tracking background checks with vendors, maintaining accurate records, and escalating any discrepancies or delays to the HR Business Partner for review.
• Any other responsibility assigned to the job holder by the supervisor from time to time.

Education and Experience

• Bachelor’s degree in Human Resource Management, Social Sciences, Business Administration or any other business related field from a recognized institution.
• Must be an active registered member of the Institute of Human Resources Management (IHRM).
• At least 2 years’ experience in a busy Human Resources Department.

Core Competencies

• Knowledge of best and current human resource practices and approaches.
• Broad knowledge and experience in leading practices in organization development, compensation, talent management and development and employee relations.
• Knowledge of the Kenyan Labour Laws.
• Good knowledge of core hospital management processes will be an added advantage.
• Ability to integrate critical information from diverse areas.
• Problem-solving skills.
• Analytical and creative thinking skills.
• Strong persuasion and negotiation skills.
• Strong business acumen / commercial orientation.
• Relationship management skills (internal and external customers).
• Communication and interpersonal skills.
• Strong leadership and people management skills.
• Ability to effectively manage multiple stakeholders.
• Strong execution skills.