Human Resources Assistant at Save the Children

Role Purpose

 Under the supervision of the Senior HR and Administration Coordinator, the HR Assistant is responsible for various HR tasks, including maintaining and updating HR databases (e.g., recruitments and contracts), maintaining employee records, supporting HR info graphics, providing payroll support, and offering HR administrative support to the department.

Additionally, the HR Assistant supports the Senior HR and Administration Coordinator in tracking online contract management trackers, updating NEA returns, managing personnel records, and conducting personnel file audits.

SCOPE OF ROLE:

Reports to: Senior HR and Administration Coordinator.

Save the Children has been operational in Kenya since 1950 and in Madagascar since 2016. As of 2024, Save the Children operates throughout Kenya & Madagascar with 10 field offices, approximately 450 staff, managing portfolio of USD 40million. In 2023, we directly reached more than 780,000 people through our humanitarian and longer-term development work in Health, Nutrition, Water, Sanitation & Hygiene (WASH), Education, Food Security and Livelihoods (FSL), Child Protection and Child Rights Governance. The Country Office oversees more than 45 active awards totalling $40 million from a variety of governmental and institutional donors, including some of our largest donors such as USAID, ECHO, EU, LEGO, BHA, and FCDO.

Staff reporting to this post:  None

KEY AREAS OF ACCOUNTABILITY :

Human Resource Information System.

Work closely with HR Coordinator:

Assist in updating the Oracle HRIS system with setting up new starters, amending personal details, updating contract information, updating of line management and transfer of performance documents appropriately when needed.

Personnel records management and NEA Returns 

Working closely with the Line Manager and ensure the employee data to the NEA and FKE is prepared on yearly basis and submitted, and the certificate of compliance is generated and filed.

Record Management:

Working Closely with Senior HR& Administration Coordinator in ensuring: 

• Creation of new physical personnel files for all new joiners at least 3 days to the date of joining.
• Creation of new e-personnel files for all new joiners at least 3 days to the date of joining
• Indexing of all physical and e-files as per the existing system. Updating the indexes twice per month to include new joiners and leavers
• Support with all audits are supported-External, Internal and Statutory.
• Ensures that all personal files and administrative records are complete and kept up to date according to the HR FILE AUDIT checklist.
• Auditing all personnel files is done on a quarterly basis. Ensuring checklist in physical personnel files is true reflection of what is in e-files.
• Completing the current e-file audit project ending 31st December 2024.
• All documents channelled to the HR department are filed in respective folders/files at least 6 hours after receipt.
• Statutory compliance records NEA, SHIF, NSSF and KRA are updated in a timely manner
• Prepare documents for signing by the Country Director, Finance and HR departments as well.
• Ensure all the old personnel files are transferred to the warehouse and stored well,
• Ensuring new staff sign the confidentiality forms during the signing of policies and file.

HR Communications and Infographics

Working closely with Senior HR &Administration Coordinator in ensuring:

• Monthly HR metrics and reports are accurate and a true reflection of content in HR Oracle system.
• Payroll communications are designed and shared with staffs in time.
• Learning Management System (LMS) communications to all staff are shared on monthly basis.
• Timely management and updating of the Learning Management System (LMS).
• Timely updating of HR Trackers-Recruitment, RnR tracker, revolving and contract trackers (both offline and online database) and staff list as well.

BEHAVIOURS (Values in Practice)

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS 

Degree level qualification in Business Administration – HR minor, Human Resources management or Psychology. 

EXPERIENCE AND SKILLS

• At least 2 years’ experience in working with HRIS systems, Data management or other IT platforms.
• A minimum of 2 years of work experience in a busy Human Resources department. 
• Member of IHRM
• Proficiency in Power BI and other relevant applications essential for HR Communications and Infographics.
• Extensive knowledge of Microsoft Excel, Power BI is a must. 
• Competency in HR software (Oracle) and digital tools 
• Excellent interpersonal skills, collaborative style and approach, and ability to work effectively across cultures.
• Excellent communication skills
• Teamwork skills 
• Experience of working under high pressure, fast-paced environments and able to deal with ambiguity and change in those contexts
• Ability to plan and organize a substantial workload that includes complex, diverse tasks 
• Quality orientation and attention to detail.
• A commitment to the mission, vision and values of Save the Children.

Desirable: 

• INGO experience preferred.