Human Resource Assistant

Key Responsibilities 

1. Recruitment & Talent Acquisition Support 

• Support hiring managers in identifying staffing needs and preparing job descriptions. 

• Coordinate advertisement of job vacancies through various platforms and networks. 

• Manage the recruitment pipeline: receive and screen applications, schedule interviews, and communicate with candidates. 

• Maintain a database of potential candidates for future staffing needs. 

• Participate in interview panels as needed and prepare interview reports. 

• Prepare and issue offer letters, contracts, and onboarding materials. 

2. Onboarding & Induction 

• Plan and coordinate comprehensive onboarding programs for new employees, including plant and field staff. 

• Ensure all pre-employment documentation is completed and filed appropriately. 

• Liaise with relevant departments (IT, Security, Facilities) to ensure new hires have tools and access. 

• Monitor probation periods and coordinate performance evaluations with supervisors. 

3. HR Administration & Records Management 

• Create, update, and securely maintain employee files and HR databases (digital and physical). 

• Track employee attendance, leave balances, overtime, timesheets, and absenteeism reports. 

• Ensure timely filing and updating of employee changes: promotions, transfers, disciplinary records, resignations, and exits. 

• Prepare HR letters such as employment confirmations, disciplinary notices, salary increment letters, etc. 

• Support HR audits and internal/external inspections (KEBS, KPLC, ISO, etc.). 

4. Employee Engagement & Relations 

• Support the implementation of employee welfare initiatives, team-building activities, and recognition programs. 

• Maintain employee grievance logs and support the HR Manager in facilitating resolutions. 

• Help cultivate a positive work culture through internal communication, feedback sessions, and suggestion platforms. 

• Monitor employee morale and raise red flags or patterns that may require strategic HR intervention. 

5. Compliance & Statutory Obligations 

• Ensure full compliance with Kenyan labour laws, company policies, and industry standards. 

• Prepare monthly reports for statutory deductions: PAYE, NHIF, NSSF, HELB, and other obligations. 

• Maintain records related to occupational health and safety, medical checks, insurance, and workplace incidents. 

• Support the implementation of policies and procedures aligned with ISO and KEBS/KPLC regulations. 

6. Training & Performance Management 

• Maintain training calendars and track employee participation and training feedback. 

• Coordinate internal and external training sessions, including logistics and evaluation. 

• Assist in the documentation and tracking of performance appraisals and development plans. 

• Ensure timely reminders and follow-ups for probation reviews and appraisal deadlines. 

7. HR Reporting & Analytics 

• Generate monthly HR dashboards and reports (headcount, turnover, absenteeism, leave usage, etc.). 

• Provide HR data insights to support decision-making by leadership and line managers. 

• Participate in manpower planning and provide historical data to support forecasting.