People Operations Associate

Job Purpose 

The People Operations Associate will support the Head of People Operations in the implementation of employee-related programmes, services, and initiatives by providing responsive high-quality service to their internal customers. Additionally, the role holder will be tasked with ensuring that the systems and processes implemented by the people operations function are sustainable, scalable, and cost-effective.

Job Responsibilities 

Recruitment

• Supporting hiring managers in the creation and refinement of job descriptions.
• Translating job descriptions into captivating job advertisements.
• Engaging 3rd party recruiters as advised to support recruitment for various positions.
• Facilitating the longlisting of applicants in line with hiring manager criteria.
• Interviewing facilitation:
  • Facilitating hiring managers' preferred interview process and booking necessary stakeholders’ time.
  • Appropriately guiding interviewees on what is required of them at every interview stage.
  • Interview venue booking and preparation of necessary materials.
  • Timely candidate interview invitation.
• Ensuring that the applicant tracking system is administered as per set guidelines.
• Collation and documentation of interview feedback from the hiring manager and other stakeholders.
• Ensuring the best candidate experience by providing timely and appropriate communication.
• Engaging with finalists as guided by Head of People Operations.
• Ensuring proper records are maintained for all recruitment campaigns.

Onboarding Support 

• Preboarding:
  • Collation of new joiner information for preparation of employment contract.
  • Creation of work email, Slack profile.
  • Processing of office access card.
  • Processing of medical insurance.
  • Identification of work station and facilitating the preparation of work tools.
• Live onboarding
  • Receiving new joiners on their first day.
  • Facilitating the issuance of work tools.
  • Facilitating the onboarding programme to ensure the availability of relevant facilitators and adherence to time allocation.

Benefits Administration 

• Ensuring that employees are onboarded in a timely and effective manner to their entitled benefits.
• Communicating to employees their benefits summary and the appropriate escalation mechanisms.
• Keeping relevant benefits trackers updated with accurate information.
• Acting as the liaison between the benefit provider and Amitruck.
• Receiving and distributing medical insurance cards to their end-user.
• Facilitating the replacement of lost, damaged medical insurance cards.
• Ensuring exited employees are promptly offboarded from Amitruck benefits.
• Ensuring that service providers adhere to the agreed-to-service level agreements.

Administration 

• Preparing employee documentation as advised by the Head of People Operations.
• Ensuring that employees’ bio-data forms are appropriately filled out and necessary supporting documents provided.
• Ensuring confidential and organized archiving of all HR documents including past and present employees, recruitments, terminations, exits, complaint processes, etc.
• Ensuring that employee-related trackers and databases are populated in a timely and accurate manner.
• Supporting implementation of health, safety and wellness initiatives.
• Supporting the planning and execution of employee engagement initiatives.
• Working with the office administrator to ensure the office lunch programme runs smoothly and employees’ feedback is actioned as needed.
• Facilitating the work permit application process for non-Kenyan employees and keeping track of expiry dates and advising on renewals on a timely basis.
• Supporting leave management by ensuring that employee profiles on AttendanceBot are appropriately set up.
• Engaging with employees' queries on matters relating to welfare, policies, and work conditions and documenting as needed.
• Being the first point of contact for 3rd party service providers and facilitating the timely settlement of invoices by liaising with the finance team.

Payroll support 

• Ensuring that the payroll master sheet for Tanzania, Rwanda, and Uganda is received from the relevant payroll support provider by the 15 of each month.
• Working with the office administrator, ensure that the office lunch deductions list is collated and reconciled by the 25 of every month.

Performance Management support 

• Keeping the probationary period tracker up to date.
• Preparing and guiding line managers on how to populate the performance evaluation feedback documentation.
• Facilitating review meetings scheduling and providing secretarial support if needed.
• Ensuring appropriate filing of performance management documentation.

Disciplinary Management Support 

• Appropriately drafting and disseminating disciplinary procedure-related communication.
• Facilitating review meetings scheduling and providing secretarial support if needed.
• Ensuring appropriate filing of performance management documentation.

Exit Management 

• Guiding employees through the handover process and ensuring the appropriate transition of work tasks as guided by the line manager.
• Facilitating the retrieval, inspection, and appropriate storage of work devices from exiting employees.
• Ensuring that the exit checklist is adhered to when offboarding existing employees.
• Any other duties as assigned by the Head of People Operations.

Qualifications and Experience

• Bachelor’s degree in Human Resource Management, Business Administration, or related field
• Maximum 5 years of previous work experience in a similar capacity preferably in an early to mid-stage tech-enabled startup.
• Added advantage: Certified Human Resource Practitioner (CHRP) qualification.
• Must be a member in good standing at the Institute of Human Resources Management (IHRM).
• Sound knowledge of Kenya employment law, regulations, policies, principles, concepts, and practices.
• Sound knowledge of Gsuite tools, MS Office (particularly Excel, Word), Slack, LinkedIn recruiter, and exposure to applicant tracking systems and HRIS.

Competencies 

• An effective written and oral communicator
• Adaptable, flexible, able to take initiative and prioritize among competing demands
• A good team player with strong persuasion and interpersonal skills
• Ability to work effectively with minimal supervision
• Analytical and effective problem-solver
• Organized and an effective planner
• High personal integrity