HR Assistant, HR Administration (Fixed Term Appointment)

Human Resources Department

Entity

Aga Khan University

Locationnairobi, Kenya

Introduction
In the last four decades, Aga Khan University (AKU) has built a global reputation for its work to improve the quality of life in developing societies through high-quality teaching, research, and healthcare delivery that reflects its core values of impact, quality relevance and access. A not-for-profit organization and an agency of the AKDN, the University has campuses and programs in Pakistan, Kenya, Tanzania, Uganda, Afghanistan, and the United Kingdom. The Aga Khan University Hospital, Karachi, and the Aga Khan University Hospital, Nairobi were the first hospitals in their regions to be accredited by American accreditation health organizations such as the Joint Commission International (JCI) and the College of American Pathologists.

Currently, in East Africa, AKU offers academic programs in medicine, nursing, teacher education, and journalism. Moreover, Aga Khan University Hospital, Nairobi (AKUH, N) is a teaching hospital that provides tertiary and secondary level healthcare services along with a number of outreach centers spread across various parts of Kenya. The university in East Africa currently has a total staff strength of approximately 3000 full time staff and faculty.

Applications are invited from qualified candidates for the above positions based in Nairobi Kenya. The position holders will report to the Manager in the Human Resource Department.

Key Responsibilities:
The incumbents will offer seamless support towards the provision of HR functional support.  This will include but not limited to:

• Meeting scheduling – handling bookings, minute taking, participant confirmations.
• Drafting all HR related correspondence using prescribed templates.
• Support in administration of medical benefits for employees and eligible dependents.
• Processing of resignations accepted at departmental level.
• Support in sending triggers to Departments to facilitate preparation of contract extensions/conclusions as and when required.
• Assist in ensuring timely confirmation of new staff on completion of probation.
• Timely enrolment of benefits in line with institutional policy.
• Provide support in processing pension/provident fund withdrawal forms to Jubilee Insurance.
• Ensure that clearance forms and final letters are sent to finance in a timely manner to facilitate payment of final dues.
• Provide support in responding to leave queries/troubleshooting.
• Record management - filing HR correspondences on physical files and DOC-IT
• Updating HR Quality Variance Reports before the 5th of the following month
• Support in processing monthly pool forms
• Support in primary source verification of academic certifications for new employees
• Any other duties that may be assigned from time to time.
• Diploma/Higher Diploma in Human Resource Management
• 1 - 2 year’s HR administrative work experience in a busy HR set up
• Working knowledge of the Kenyan labor laws
• Proficiency in MS office packages
• Excellent written and verbal communication skills
• Demonstrated excellence in organizing priorities.
• Good customer service
• Good analytical skills
• Ability to work under pressure.
• Demonstrated ability to preserve confidentiality.