Human Resources Assistant | African Wildlife Foundation
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Human Resources Assistant

  • Posted on Tuesday, June 16, 2015
  • Nairobi, Kenya

AWF is seeking a motivated and high performing individual to assist with the administration of the day-to-day operations of the human resources functions and duties.

This position carries out responsibilities in some or all of the following functional areas: payroll administration, contract management, HRIS, employee relations, database and website management, benefits management recruitment, leave administration, and orientation.This position reports to the Human Resources Manager.

Key Responsibilities

Contract Administration

  • Generates employment offer letters and contracts, including new contracts, amendments, and renewals. Facilitates all signatures, and electronically files fully executed documents.
  • Send out a monthly summary of new and renewed contracts to HR Manager
  • Manage physical and electronic filing of the Human Resources Department by ensuring that all files are compliant, up-to-date, and complete. Share the HQ filing system with the other offices

Recruitment

  • Coordinates recruitments, assisting with the development of Terms of References/job descriptions, posting advertisements, responding to applications, short-listing candidates, scheduling interviews, (as applicable) assisting in selection process, and preparing interview and recruitment reports.
  • Ensure job advertisements on AWF website are up-to-date
  • Perform reference and background checks on selected candidates and provide to Human Resources Manager for review
  • Upon recruitment, collect all appropriate employment forms and provide to the finance department
  • Assists in the development of employee materials for on boarding and off boarding. Assists in coordinating new staff meeting schedule with relevant key staff, directors, and (as applicable)

Payroll and Benefits Administration

  • Administers AWF’s selected payroll and coordinates the International payroll with providers, updating data to reflect new hires, terminations, changes in employment terms and benefits eligibility
  • Facilitates timely submission of payroll changes to Human Resources Manager. Generates change log for review by supervisor and payroll preview reports for approval . Ensure that staff receive payroll on or before agreed upon pay dates
  • Keep track of compensation movements on monthly basis for input to payroll
  • Acts as liaison between HR and Accounting functions to ensure accurate posting, payments of payroll related liabilities
  • Ensure timely, consistent and accurate filing of payroll reports, pay slips, backups etc

Benefits Administration

  • Assists supervisor with the Administration of AWF’s staff retirement savings plans including Africa-based Generali, US-based 401(k) plan or other schemes. Ensure compliance with plan terms and timely submission of staff contributions
  • Responds timely to employee inquiries regarding payroll and benefits. Acts as liaison as required between staff and benefits administrators
  • Tracks other contractual benefits such as expatriate home leave, relocation and repatriation, tax-equity adjustments, acting allowances, etc.
  • Assist with employee continuous education and learning program

Database and Website Management

  • Carry out monthly maintenance of HR section of AWF Intranet/Sharepoint
  • Assist with staff database maintenance in the HRIS system and production of reports as requested
  • Assists with annual performance appraisal process
  • Ensure proper set up of new staff on the AWF timesheet system and regular update of the  same
  • Assist the HR Officer in compiling, updating and maintaining a detailed benefits schedule for all AWF offices
  • Update HR metrics and dash boards

Other

  • Provide administrative support to the HR department on a daily basis
  • Assist in drafting HR quarterly bulletin
  • Respond to employee queries in a timely manner
  • Track calendar events for the function
  • Other projects and duties as assigned

Qualifications

  • Bachelor’s degree in Human Resources, Labour or Industrial Relations, Psychology or Sociology
  • Proffesional qualification in Human Resources
  • At least 2 years progressive experience in a non-profit organization and/or Human Resources
  • Proven experience in an international context
  • Previous experience in database management
  • 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
  • Strong Computer Skills: Microsoft Office Suite, familiarity with HRIS systems or able to learn
  • French fluency written and spoken is desired
  • Ability to manage sensitive and confidential matters with the highest level of professional
  • Strong problem-solving skills
  • Strong organizational skills and attention to detail
  • Strong level of competence with Excel, PDF, accounting/HR information systems

CLOSING DATE: JUNE 30, 2015

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