Human Resources Assistant at Save the Children

Under the supervision of the Senior HR and Administration Coordinator, the Human Resources Assistant at Save the Children 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.

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 31^st 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.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.