Position Summary 

The Operations and Systems Assistant, People and Culture will assist with the administration of the day-to-day operations and HR Systems support of the People and Culture department functions and duties. This includes filing, contract management, recruitment, leave administration, support the onboarding process and manage the HR systems. This position is based in Nairobi, Kenya but supports functions across all of AWF’s Africa based offices. This position will report to the Senior Manager, People and Culture.

The position will be for 6 months.

Responsibilities:

• Support in the management of employee records and contracts.
• Assist in coordinating recruitments, posting advertisements, responding to applications, long-listing candidates, scheduling interviews, (as applicable) selection process, and ensuring that all interview reports are received and filed.
• Keep track of Africa and Europe recruitments and share the recruitment reports with the People and Culture Team on a weekly basis.
• Assist in drafting employment offer letters and contracts, including new contracts, amendments, and renewals. Facilitate all signatures and electronically files for fully executed documents.
• Analyze data and statistics for trends and patterns with attention to HR systems, recruitment, hiring practices, motivation, turnover, and compliance with employment laws and regulations in collaboration with the supervisor.
• Prepare reports of data results explaining findings.
• Support onboarding of staff members in Administration and HR procedures and exit process.
• Minute taking in HR related meetings.
• Ensure compliance with data privacy regulations and best practices.
• Track probation reviews for new hires and send final review reminders to manager one month before the end of the probation period.
• Update the HRIS and other systems in real time.
• Ensure all statutory payments (NSSF, NHIF and HELB etc) are submitted by or before deadlines.
• Provide administrative support to the People and Culture department on a daily basis.
• Respond to employee queries in a timely manner.
• Support the maintenance of service level agreements and monitor performance against these, taking improvement actions where necessary.
• Support in processing HR invoices in liaison with the Finance team.
• Other relevant projects and duties as assigned.

Requirements and Skills

• Bachelor’s degree in Human Resources Management or related field.
• Member of IHRM.
• At least 2 years progressive experience in Human Resources.
• Experience working with HRIS systems. Familiarity with UKGPro (formerly Ultipro) is an added advantage.
• Proven experience in an international context.
• Experience of managing People Data and Metrics.
• Strong administrative ability, managing a complex and varied workload.
• Excellent organizational skills: able to multitask in a fast paced environment.
• Ability to provide good customer service with patience and a sense of urgency.
• Professional, diplomatic and thoughtful communication skills.
• French fluency will be an added advantage.
• Ability to manage sensitive and confidential matters with the highest level of professional.
• Good writing skills with strong organizational skills.
• Attentive to detail with good competence with Excel.