JOB DESCRIPTION

Job title:          Human Resource Assistant
Department:    Human Resource 
Reports to:      Human Resource Officer(Nairobi)                                                                                                                        Contract Type: Fixed Term Contract
Duty Station:   Nairobi.

JOB SUMMARY
The HR Assistant is responsible for supporting the full spectrum of HR functions, including maintaining accurate employee records, facilitating recruitment, onboarding, and offboarding processes, and ensuring compliance with statutory and organizational requirements. The position also provides support in payroll and benefits administration, audit preparation, HR correspondence, and staff welfare activities while upholding confidentiality and professionalism in handling HR matters

KEY DUTIES AND RESPONSIBILITIES 
Employee Records Management
•    Maintain accurate and up-to-date employee records in both hard copy and electronic files.
•    File documentation related to employee life-cycle events (recruitment, contracts, performance reviews, exits).
•    Organize staff file cabinets, ensuring clear labeling and separation of current and exited staff files.

Recruitment & Onboarding
•    Provide administrative support in recruitment, including ensuring we have a duly signed requisition form, posting job adverts, scheduling interviews, and preparing interview materials.
•    Conduct initial document checks and assist with reference/background verification.
•    Prepare new hire documentation, open staff personal files, and coordinate induction schedules.
•    Support the monitoring of probationary reviews by ensuring forms are completed and filed.

Staff Offboarding
•    Coordinate clearance procedures for exiting staff in line with the exit policy.
•    File exit documents in the staff files and assist in compiling clearance forms.
•    Support staff in accessing their exit-related claims (e.g., NSSF, provident fund, payslips, P9  Forms).

Payroll Support
•    Collect and verify monthly staff timesheets, ensuring they are signed by employees and supervisors.
•    Distribute time sheets to field offices, follow up with field HR Officers for signed copies, and ensure proper filing.
•    Support Finance in preparing payroll by providing accurate timesheet and staff attendance records.

Benefits Administration Support
•    Facilitate registration of new staff to benefits schemes (e.g., medical, pension).
•    Ensure timely removal of exited staff from benefits schemes.
•    Support in processing benefits-related payments (e.g., medical invoices).
•    Liaise with service providers on staff-related claims and escalate unresolved issues to the HR Officer.

HR Administration & Staff Support
•    Provide day-to-day administrative support to staff and the HR department.
•    Draft routine HR correspondences such as confirmation letters and probationary reminders.
•    Organize HR-related meetings, trainings, and staff welfare activities.
•    Respond to basic staff HR queries and escalate complex issues to the HR Officer.
•    Preparation of all the HR related payments and payment requests(e.g medical)

Confidentiality & Other Duties
•    Ensure strict confidentiality of HR documents and staff information.
•    Perform any other HR-related duties as may be assigned by the supervisor.

 QUALIFICATIONS
•    Diploma in Human Resources Management, Business Administration, or a related field (Bachelor’s degree is an added advantage).
•    Must be a member of a professional Body – IHRM.
•    Certified Human Resource Professional of Kenya (CHRP-K) or ongoing.
•    At least 1–2 years of experience in HR administration or clerical support, preferably in an NGO or similar setup.
•    Basic knowledge of HR functions such as recruitment, employee records management, payroll support, and benefits administration.
•    Proficiency in MS Office (Word, Excel, Outlook) and HR information systems is an added advantage.
•    Strong organizational and record-keeping skills with attention to detail.
•    Good interpersonal and communication skills with the ability to handle confidential information.
•    Ability to prioritize tasks and work under minimal supervision.

COMPETENCIES
•    Good Communication.

•    Relationship Management. 
•    Ethical Practice.
•    HR Knowledge.
•    Confidentiality.
•    Attention to detail
•    Team Work
A person of high integrity that will model LWF/WS Kenya Somali Program core values:
•    Dignity and justice
•    Compassion and commitment
•    Respect for diversity
•    Inclusion and participation
•    Transparency and accountability

CORE VALUES

A person of high integrity who will model LWF/WS Kenya Somali Program core values:

·       Dignity and justice

·       Compassion and commitment

·       Respect for diversity

·       Inclusion and participation

·       Transparency and accountability

 Our recruitment and selection procedures reflect the organization’s commitment to the prevention of abuse and exploitation of beneficiaries.

Disclosure: LWF participates in the Inter-Agency Misconduct Disclosure Scheme developed by the Steering Committee for Humanitarian Response Misconduct Disclosure Scheme — SCHR, which requires LWF to conduct reference checks with prior employers, including questions about employee misconduct. By proceeding with this job application, you consent to LWF requesting a Statement of Conduct from your previous employers. This Statement of Conduct is requested from previous employers for all candidates for employment and provided to all employers that request it from LWF. 

Shortlisting will be done on a rolling basis and only short-listed applicants will be contacted.

Throughout its recruitment processes for any job position, LWF does not ask for any fees, and applicants should not pay any money to anyone. We advise the public to exercise due diligence when applying for employment with LWF and when asked to pay any money to anyone to secure a job with us. Such fraud cases should be reported to us immediately through email at complaints.kenyasomalia@lutheranworld.org.  or at our toll-free contact 0800721270