Office Administration

• Welcoming all visitors and showing them around the office
• Assist in the coordination of office activities
• Handle office phone calls and redirect them to the relevant person
• Ensure that the office space is always clean, tidy and well arranged
• Ensuring that meeting rooms are set, chairs arranged and the projector connected prior to all meetings
• Regularly update the utility tracker and any other assigned trackers
• Issue relevant approved office supplies
• Raising requests for required stock
• Coordinating with the maintenance supervisor any maintenance and renovations when necessary
• Support in assigned administrative tasks within the other talent Operations function 

Casual Management

• Collaborate with supervisors to accurately collect the casual information: on the casual personal details, attendance, the number of hours worked and any other relevant information 
• Compute the casual payments accurately for Nairobi, Kisumu and Eldoret offices and follow up on the daily wages are paid on a weekly basis.
• Schedule and conduct spot checks with casuals weekly to identify if there are any issues. 
• Generate a tracker on the issues identified and inform the supervisor where relevant to address the issues.
• Organize the talent Operations and casuals dropbox.
• Administer casual contracts and follow up with all casuals to sign the contracts on daily basis or upon engagement.
• Prepare a tracker on casual contract management and the appropriate status.
• Aid in HR analysis data.
• NITA
• Request for NITA training and fill the appropriate forms and follow up on training approval.
• File for NITA Claims by filling the appropriate forms and follow up on reimbursement quarterly.

Employee Separation

• Draft of acceptance of resignation letter & Certificate of Service
• Initiate clearance on DocuSign & follow up on timely employee Clearance 
• Collaborate with the talent partners, to ensure all company assets assigned to the exiting employee are returned on the last working day 
• Terminate exiting employees profiles on Odoo and remove them on our internal trackers.

Salary Advance Requests

• Compile monthly salary advance requests and prompt supervisor to review  then share with Accounts to process payment by 15th of every month.

Pension

• Share pension forms with new employees upon successful completion of probation and other members upon request.
• Share enrollment forms with Kenindia
• Support employees to access their Pension statements
• Initiate pension withdrawals & transfers for exiting employees
• Update Pension tracker

Benevolent Fund

• Initiate & ensure employees receive Benevolent funds 

Medical Cover Enrollment

• Enrol all the new joiners and new dependants in the medical coverage and  Submit medical enrollment details to the Insurer within 24 hours of receiving the forms.
• Compile and update the medical members' names and their dependents in the tracker.
• Remove exited employees from Medical and collaborate with your manager to ensure the credit notes where applicable are issued by the insurer.
• Follow up to ensure all new joiners are enrolled in Smart Access 

Requirements

• Diploma/ Degree in Human Resource Management,Business Administration or any other related field of study
• Previous knowledge in HR practice, administrative and general office experience is desirable
• Must be computer literate with proficiency in MS word, Excel and G Suite
• Be a team player willing to learn, adapt and work with minimum supervision
• Excellent communication, influencing and interpersonal skills
• High levels of energy and enthusiasm and ability to work under pressure
• Owns their own results and can keep others accountable
• Impeccable integrity and ethics, high level of confidentiality