The Nairobi Hospital, a leading health care institution in Eastern Africa are hiring a HR Filling Clerk in Nairobi. The successful candidate will be a team player with the ability to effectively add value to enabling good patient outcomes and shape best clinical and non-clinical practice in line with our Strategic Plan (2025-2029).
The overall purpose of this role is to provide essential administrative, records management, and data management support to ensure that HR information is accurate, accessible, secure, and reliable. The role supports the maintenance of employee records, filing systems, HR data processes, and document management practices that enable timely retrieval, compliance, and effective HR service delivery.
ROLES AND RESPONSIBILITIES
HR Records Management & Filing
- Maintain accurate and up-to-date employee personnel files, both physical and electronic.
- Ensure proper filing, indexing, storage, retrieval, and archiving of HR documents.
- Update employee records relating to personal information, contracts, job changes, performance documents, training records, and other HR transactions.
- Ensure confidentiality and security of employee records in compliance with HR policies and data protection requirements.
- Conduct regular file audits to ensure completeness, accuracy, and compliance with documentation standards.
- Support the transition and maintenance of electronic employee records and HR document management systems.
HR Analytics & Data Support
- Support the Senior HR Officer – HR Analytics, Performance Management, Learning & Culture in collecting, organizing, and validating HR data.
- Maintain accurate HR databases and ensure timely updates of employee information in the HR Information System (HRIS).
- Assist in preparation of HR reports, dashboards, and workforce statistics including headcount, turnover, absenteeism, training participation, and performance data.
- Conduct data checks and identify gaps or inconsistencies in HR records for correction.
- Support the preparation of data required for audits, management reports, and HR projects.
Performance Management Administration
- Support administration of performance management processes, including tracking submission of performance objectives, reviews, and appraisal documentation.
- Maintain performance management records and generate status reports.
- Assist in coordinating communication and documentation for performance review cycles.
- Support maintenance of performance improvement plan records and related documentation.
Learning & Development Administration
- Maintain employee training and development records.
- Update training databases and support preparation of training reports.
- Assist in coordinating training logistics, attendance records, evaluations, and documentation.
- Support tracking of mandatory training and professional development requirements.
General HR Administration & Support
- Provide administrative support for HR projects, employee engagement initiatives, and culture programmes.
- Assist with HR surveys, employee feedback exercises, and data collection activities.
- Support HR audits, inspections, and compliance reviews.
- Any other responsibility assigned to the job holder by the supervisor from time to time;
EDUCATION AND EXPERIENCE
- Degree in Human Resource Management, Business Administration, Records Management, Information Management, or a related field.
- Training in HR Information Systems (HRIS), data management, or Microsoft Excel is an added advantage
- Experience in maintaining databases, and supporting HR reporting processes.
- Minimum 2 years’ experience in records management, filing, or office administration.
- Experience working with electronic filing systems or HRIS platforms is desirable.
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.
