Human Resource Associate at Aga Khan University Hospital, Nairobi

Aga Khan University Hospital, Nairobi is a private not-for-profit teaching hospital that provides tertiary and secondary level healthcare services. It is the first hospitaica to be accredited by the Joint Commission International from the USA. The University Hospital has been providing high quality care for the people of East Africa and beyond for over 60 years.

Job Purpose

Reporting to the Senior Manager HR, the Associate will play an integral role in assisting with the administrative employee life cycle from completion of hiring formalities and employee contracting to separation. S/he will assist in the provision of operational support to the HRBP in the wider business performing transactional/administrative HR activities.

Key responsibilities:

In consultation with the HR manager, identify cost effective recruitment sources to attract top talent

Prepare adverts for approval and post them on relevant job boards (Taleo, LinkedIn, print media, website, etc.).

In consultation with the Manager, assist with the longlisting process

Prepare for and conduct interviews for assigned levels.

Conduct hiring and placement processes for selected candidates

Conduct background checks in line with laid down processes and obtain employment clearance from all relevant regulatory bodies.

Ensure all staff are issued with correct Job descriptions, which are fully signed off; and the same done after promotion and transfer of staff.

Oversee onboarding and coordinate with additional stakeholders (e.g. IT for equipment set-up and L&D for induction training).

Facilitate timely staff confirmations (ensuring complete and signed probation evaluation forms and departmental orientation forms are received.)

Assist in the management of employee grievances, disputes, and disciplinary cases, ensuring an equitable and fair treatment. (organizing and documenting the disciplinary hearing process).

Assist in organizing staff exit interviews through receipt of resignation, providing documentation to payroll and issuing certificate of service.

Assist in the administration of the pension scheme for employees.

Liaise with the Learning & Development team in organizing both internal and external training.

Prepare terminal benefits forms, letter of resignation acceptance, contract conclusions and change in job status for staff members as per authority matrix for further processing.

Manage employee separation including final settlement of retiring employees.

Ensure completion of Quality Variance Reports/Dashboard as per laid down timelines.

Assist in preparing relevant monthly data for various reports (e.g. leave reports, medical usage, etc.) as may be requested.

Create, update maintain and keep safe of all staff records and files on a continuous basis.

Qualifications, Experience and Skills required:

Bachelor’s degree in HR/ Business Administration or equivalent

Diploma/ Higher Diploma in HR

Valid CHRP licensure or evidence of ongoing efforts to pursue one

3 years’ relevant work experience

Proven history of providing People/HR administrative support to a large, multi-site, multi-disciplined organization.

Experience of assisting with HR Processes.

Proficient in the use of IT, and good working knowledge of Microsoft Applications such as Word, Excel & Outlook.

Problem solving and managing tight deadlines.

Prioritization of own workload in a busy office environment.

Accurate and timely data entry onto people systems – ensuring the ongoing integrity of data.

Maintenance of up-to-date filing system – Inc. electronic files.

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