Administration and Human Resource Assistant

I. Main Objective

Under the guidance of the line manager, s/he will assist in performing overall Administration and HR management of the Acted Kenya mission ensuring that external governing laws and Acted specific HR policies and procedures are always met.

II. Responsibilities:

The Admin/HR Assistant will be responsible for the following responsibilities:

HR Titanics (Payroll)

• Assist in updating the HR Management software with employee’s information in different fields as required.
• Payslip management- Once the payroll is approved, print the payslips and ensure that they are signed by all the staff in the mission and filed on monthly basis.

Attendance FU

• Ensure every staff has attendance sheets and that they are properly filled out and filed on monthly basis-

Staff Information management

• When requested, update and maintain accurate excel database for staff.

Contracts and ToRs

• Assist in preparing the employment contracts and ensure they are sent to respective staff to sign.
• Ensure the signed contracts are properly filed on share point and archieved

Leave follow up, Leave planning and public holidays

• Track and consolidate the leave request forms for staff
• To regularly update and maintain leave follow ups

Personnel folder

• Ensure that each staff has their own personnel folder, updated regularly with all the required HR documents in line with Acted policies and confidentiallymaintain them.

Daily workers and Interns FU

• Follow up and ensure daily worker requests are signed by all the relevant managers and sent back to the field before commencement of the works.
• Update the casual titanic for all temporary staff and share with Finance for payments facilitation.

ADMIN Responsibilities

Immigration/NGO Board FU/Visa

• Assist in preparing the documentation as required to be reviewed by the line manager and ensure they are handed to the Immigration consultant for action on a timely manner.
• Launch and or closely follow up on all applications i.e Special pass and Work permits

Insurances (Medical, GLA/GPA)

• Closely make follow ups with the Insurance Companies and ensure that additions, deletions, Debit notes, credit notes and reimbursements are handled and processed in real time.

Pensions FU

• Enrol new staff recruited in Kenya to the Acted pension scheme ensuring that all staff have filled the membership forms and send to Jubilee/agent for action.
• Follow up with the Pensions Insurance Company for payment/transfers in case staff exits from Acted and update your supervisor accordingly.

HELB FU

• Check and follow up with Higher Education Loans Board (HELB) on new hires’ HELB loans status and Inform respective staff on the HELB matter as applicable for action.
• Track HELB status and reflect on payroll

Filling and document tracking:

• In charge of Admin/HR filing on SharePoint, on Archives 2.0
• In charge of documents tracking from the field

HR Audit documents preparation when needed/requested.

Any other duty as may be assigned to you by your line manager.