Umma TVET Thika is a leading Technical and Vocational Education and Training institution committed to excellence in teaching, innovation, skills development, and community engagement. Guided by strong ethical values and a culture of integrity, the TVET continues to position itself as a center of academic distinction and institutional accountability. Umma TVET Thika is an equal opportunity employer that values diversity and inclusion, and is committed to providing a fair. respectful, and supportive work environment for all. We invite applications from dynamic, results-driven, and highly motivated professionals who are passionate about contributing to strong governance, Human Capital management, and institutional excellence for the position of Human Resource Assistant.
Job Title: Human Resource Assistant
Grade: UTVET 13
Department: Human Resource and Administration Department
Section / Unit: N/A
Location/Work Station: Thika
Reporting Relationships
Administrative Reporting:
Principal, Umma TVET
Technical/Functional Reporting:
Human Resource Manager, Umma University
Direct Reports None
Indirect Reports None
Job Purpose
The Human Resource Assistant is responsible for providing administrative and clerical support to the Institution to ensure efficient implementation of HR operations.
The position assists in maintaining employee records, supporting recruitment and staff administration processes, coordinating HR documentation, and facilitating communication between the HR office and staff. It supports implementation of HR policies, procedures, and staff administration functions at the TVET level under the guidance of the Principal and the Human Resource Department of Umma University.
The role contributes to the efficient delivery of all HR services while ensuring proper management of HR documentation and compliance with institutional policies and procedures.
Key Responsibilities/Duties/Tasks
1. Technical/Functional Responsibilities
(i) HR Administrative Support
- Provide administrative support to the Human Resource Directorate.
- Assist in preparation and processing of HR documentation including appointment letters, contracts, and staff correspondence.
- Support coordination of HR meetings, interviews, and HR-related activities.
(ii) Recruitment Support
- Assist in organizing recruitment activities including scheduling interviews and preparing interview materials.
- Maintain recruitment documentation and candidate records.
- Support onboarding processes for newly recruited staff.
(iii) HR Records Management
- Maintain employee personnel files and HR records.
- Ensure proper filing and documentation of HR records and staff information.
- Assist in updating staff databases and HR information systems.
(iv) Staff Services Support
- Assist staff in accessing HR services including leave forms. HR documentation, and administrative requests.
- Support coordination of staff communication relating to HR matters.
(v) Training and Staff Development Support
- Assist in organizing training programs, workshops, and staff development initiatives.
- Maintain records of staff participation in training programs.
II. Operational Responsibilities/Tasks
(i) HR Documentation
- Maintain HR documentation including personnel records, training records, and HR correspondence.
- Ensure proper filing and organization of HR documents.
(ii) Data Entry and HR Systems Support
- Assist in updating HR databases and HRIS systems.
- Ensure accuracy and completeness of HR records.
(iii) HR Office Coordination
- Receive and respond to HR-related inquiries from staff.
- Support day-to-day administrative operations of the HR office.
(iv) Stakeholder Support
- Liaise with departments to facilitate HR administrative processes.
- Assist staff in accessing HR forms and documentation.
Job Dimensions:
I. Financial Responsibility
(i) HR Administrative Support
- Support HR administrative processes relating to staff services.
- Assist in monitoring HR operational expenses.
(ii) Resource Management
- Ensure proper use and management of HR office supplies and administrative resources.
II. Responsibility for Physical Assets
- Maintain proper custody of HR records and documentation.
- Ensure safe handling and storage of personnel files and confidential information.
III. Decision Making/Job Influence
- Operational decisions relating to HR documentation and administrative processes.
- Technical decisions concerning HR records management and data entry processes.
IV. Working Conditions
- Normal office working environment with approximately 95% office-based administrative work and occasional support during HR events and training activities.
Job Competencies
(Knowledge, Experience and Attributes / Skills).
Academic qualifications
- Bachelor’s Degree in Human Resource Management or related discipline.
Professional Qualifications / Membership to professional bodies
- A Higher Diploma in Human Resource Management or Certification courses in Human Resource Management (i.e. CHRP Section I or II) or Office Administration will be an added advantage.
- Student membership with the Institute of Human Resource Management will be an added advantage.
Previous relevant work experience required.
- At least two (2) years relevant experience in HR administration or office administration.
Functional Skills, Behavioural Competencies/Attributes:
- Administrative and organizational skills
- HR records management skills
- Communication and interpersonal skills
- Data entry and documentation skills
- Attention to detail and accuracy
- Time management skills
- Customer service skills
- Integrity and confidentiality
- Teamwork and collaboration
- Professional ethics and accountability
