The Center for International Health, Education and Biosecurity (Ciheb) — Kenya is a local non-governmental organization collaborating with the Ministry of Health and County Health Management Teams to strengthen health systems for improved quality of health care in Kenya. Ciheb-Kenya is collaborating with the county governments of Mombasa, Kilifi, Kwale, Taita Taveta, Machakos, Makueni, Kitui, Nairobi, Kisumu, and Migori to support the implementation and expansion of high quality, sustainable, and comprehensive HIV prevention, care and treatment programs, and expansion of COVID-19 vaccination with funding from the President’s Emergency Plan for AIDS Relief (PEPFAR).
The Human Resource & Administration Assistant will support in day-to-day administration and Human resource tasks. He/she will report to the Human Resources and Administration Officer and will ensure the efficient day-to-day operation of the office, and support the work of management and other project staff
Roles and Responsibilities:
Respond to general physical and phone inquiries in a professional and courteous manner
Direct phone inquiries to the appropriate staff members
Reply to general information requests with the accurate information
2. Recruitment and orientation
Prepare interview documents
Prepare orientation documents and organize for orientation meetings for new employees
Coordinate with insurance company for staff enrolment (GPA/Medical)
3. Staff Records Management
Ensure all staff files are complete in accordance with institutional policies
Ensure all statutory documents/policies are signed and recorded in staff files.
Maintain staff files (both hard and soft copy).
Update staff lists on a monthly basis as required.
Maintain staff leave records
4. Office Administration
Sort incoming mail and courier deliveries for distribution
Prepare and send outgoing mail, and courier parcels
Forward incoming general e-mails and calls to the appropriate staff member
Purchase, receive and store the office supplies ensuring that basic supplies are always available
Code and file material according to the established procedures
Update and ensure the accuracy of the organization’s databases
Provide secretarial and administrative support to management and other project staff
Make travel/flight bookings, meeting and other arrangements for various project staff
Coordinate the maintenance of office equipment. i.e., printers
Maintaining a proper filling system according to established records management procedures.
Receiving the approved requisitions and checking if it’s of the right specifications as directed by the user requirements.
Process accounts payable ensuring timeliness and accuracy of information.
Assist with proper documentation and maintenance of all supply documents including invoices and delivery note awaiting payment.
Preparations of various information/ reports as may be requested.
6. HR Reporting
Consolidate HR reports
Prepare monthly payroll changes
Degree in Human Resource Management
Higher Diploma in Human Resource Management
2-3 years of working experience in a similar capacity
Ability to communicate and cooperate with everyone in the team
Good report writing and analytical skills
Highly organized and attention to details.
Knowledge of basic MS Office (email, spread-sheets, word, job-related software, etc.)