Human Resource Assistant

Job Summary

We are seeking to hire a Human Resource Assistant who will provide comprehensive administrative and operational support to the HR department. This role is critical in ensuring the smooth functioning of HR processes, maintaining accurate employee records, supporting compliance with labor laws, and facilitating employee lifecycle activities including recruitment, onboarding, performance tracking, and exit management.The ideal candidate is organized, dependable, and well-versed in HR procedures, with the ability to handle confidential information with discretion. This position requires someone with a strong work ethic, excellent communication skills, and the capacity to multitask in a fast-paced environment.

Key Responsibilities

• Prepare and issue employment documentation including contracts, offer letters, confirmation letters, probation extensions, and disciplinary notices.
• Maintain organized, complete, and confidential employee records in both soft and hard copy formats, ensuring compliance with audit standards.
• Track and manage staff lifecycle events such as new hires, contract expirations, probation reviews, exits, and internal movements.
• Support the recruitment process through job posting, CV screening, interview scheduling, and candidate follow-up.
• Coordinate onboarding and orientation for new hires, including collection of required documents and setup of induction sessions.
• Maintain accurate leave and attendance records; generate monthly reports on absenteeism and leave utilization.
• Collate and submit payroll input data (e.g., overtime, penalties, unpaid leave, and allowances) accurately and on time.
• Track performance appraisal timelines, distribute tools, follow up on submission, and compile summaries for review.
• Provide administrative support during disciplinary and grievance processes by preparing notices, taking minutes, and updating case logs.
• Draft internal communications such as HR memos, policy notices, circulars, and engagement announcements.
• Prepare monthly HR reports including headcount, turnover, probation tracking, contract renewals, and statutory compliance status.
• Ensure timely documentation and coordination of statutory remittances (NSSF, NHIF, PAYE, HELB) in liaison with the Finance department.
• Assist in organizing staff welfare and engagement activities such as wellness days, birthdays, team-building events, and feedback surveys.
• Update and maintain HR data in the HRMIS or employee master list and support regular data clean-up.
• Support ongoing HR audits, policy implementations, and department-wide compliance reviews.

Minimum Qualifications & Requirements

• Bachelor’s Degree in Human Resource Management or a related field from a recognized institution.
• Minimum of 2–3 years of progressive experience in the HR field (generalist or administrative capacity).
• Sound knowledge of the Kenyan Employment Act, statutory regulations, and HR policies.
• Proficiency in Microsoft Office Suite (especially Excel and Word); experience with HRMIS is an added advantage.
• Excellent verbal and written communication skills.
• Strong administrative, organizational, and interpersonal skills.
• High level of integrity, confidentiality, and attention to detail.
• Must currently reside in Mombasa.