Human Resources Assistant

Provides general support to employees, essential for the smooth running of day-to-day HR operations and administrative tasks. Improving continuity, efficiency and effectiveness of HR processes and responsibilities.

• Perform day-to-day operational and administrative tasks in Human Resources.
• Supervision of work/activities in the departments under Human Resources.
• Conduct reference checks on new employees and volunteers.
• Prepare employment contracts upon appointment of staff and maintain an effective contract planning mechanism, ensuring staff are issued with probation confirmations as and when they fall due, and/or extension of probation period after consultation with employee Line Manager.
• Ensure all staff conduct exit interviews. Follow up on staff final dues ensuring they are paid correctly in the shortest time possible.
• Assist in conducting employee’s surveys on various aspect of employment and job satisfaction.
• Ensure all Kivulini resources allocated to the employee including keys and uniforms are returned and recorded.
• Follow up to ensure that orientation plans and processes for all new staff occur, and documents are retained in the employees’ files.
• Ensure correct work permits and visas are obtained in a timely fashion for foreign employees/ volunteers and that these are kept up to date.
• Maintain an up-to-date filing system that enables efficient retrieval, reference and reporting: Personnel, Recruitment files etc.
• Monitor staff leave status, ensuring regular updating of the leave database and that monthly status reports are sent out to staff via Finance and payroll.
• Ensure line managers are informed of when employees’ contracts are due for renewal/expiry, and issue staff notices or renewals as appropriate in a timely manner.
• Ensure the Human Resource database system is appropriately updated and utilized in a timely and accurate manner. This includes setting up new starters, terminating leavers, amending personal details, updating contract information, inputting performance ratings, training information and staff absence.
• Maintain confidentiality in respect of all staff records whether manual or computer maintained and ensure that all records are held securely.
• Liaise with the IT Department for technical support and updates regarding the HR database Training.
• Pull reports on employee attendance, review and report to line managers on observed trends and inconsistences on employees’ attendance.
• Review all monthly rosters of the organization to ensure they are within the required work/employment guidelines and are adjusted to reflect the necessary changes.
• Work in collaboration with the HR Manager to creatively, innovatively, effectively and efficiently improve Human Resources and administrational processes, strategies and ideas.

All interested candidates should send their qualifications credential certificates, a cover letter, and a curriculum vitae to recruitment@maternityafrica.org by 31^st January, 2026.

Disclaimer! Maternity Africa do not ask for any amounts of money or fees throughout its recruitment process.