Talent Operations Graduate Trainee

Office Administration

• Welcoming all visitors and showing them around the office 
• Assist in the coordination of office activities 
• Handle office phone calls and redirect them to the relevant person 
• Ensure that the office space is always clean, tidy and well arranged 
• Ensuring that meeting rooms are set, chairs arranged and the projector connected prior to all meetings 
• Regularly update the utility tracker and any other assigned trackers 
• Issue relevant approved office supplies 
• Raising requests for required stock 
• Coordinating with the maintenance supervisor any maintenance and renovations when necessary 
• Support in assigned administrative tasks within the other talent Operations function  

Casual Management  

• Collaborate with supervisors to accurately collect the casual information: on the casual personal details, attendance, the number of hours worked and any other relevant information  
• Compute the casual payments accurately for Nairobi, Kisumu and Eldoret offices and follow up on the daily wages are paid on a weekly basis. 
• Schedule and conduct spot checks with casuals weekly to identify if there are any issues.  
• Generate a tracker on the issues identified and inform the supervisor where relevant to address the issues. 
• Organize the talent Operations and casuals dropbox. 
• Administer casual contracts and follow up with all casuals to sign the contracts on daily basis or upon engagement. 
• Prepare a tracker on casual contract management and the appropriate status. 
• Aid in HR analysis data. 
• NITA 
• Request for NITA training and fill the appropriate forms and follow up on training approval. 
• File for NITA Claims by filling the appropriate forms and follow up on reimbursement quarterly. 

Employee Separation  

• Draft of acceptance of resignation letter & Certificate of Service 
• Initiate clearance on DocuSign & follow up on timely employee Clearance  
• Collaborate with the talent partners, to ensure all company assets assigned to the exiting employee are returned on the last working day  
• Terminate exiting employees profiles on Odoo and remove them on our internal trackers. 

Salary Advance Requests  

• Compile monthly salary advance requests and prompt supervisor to review  then share with Accounts to process payment by 15th of every month. 

Pension  

• Share pension forms with new employees upon successful completion of probation and other members upon request. 
• Share enrollment forms with Kenindia 
• Support employees to access their Pension statements 
• Initiate pension withdrawals & transfers for exiting employees 
• Update Pension tracker 

Benevolent Fund  

• Initiate & ensure employees receive Benevolent funds  

Medical Cover Enrollment  

• Enrol all the new joiners and new dependants in the medical coverage and  Submit medical enrollment details to the Insurer within 24 hours of receiving the forms. 
• Compile and update the medical members' names and their dependents in the tracker. 
• Remove exited employees from Medical and collaborate with your manager to ensure the credit notes where applicable are issued by the insurer. 
• Follow up to ensure all new joiners are enrolled in Smart Access  

Requirements  

• Diploma/ Degree in Human Resource Management,Business Administration or any other related field of study 
• Previous knowledge in HR practice, administrative and general office experience is desirable 
• Must be computer literate with proficiency in MS word, Excel and G Suite 
• Be a team player willing to learn, adapt and work with minimum supervision 
• Excellent communication, influencing and interpersonal skills 
• High levels of energy and enthusiasm and ability to work under pressure 
• Owns their own results and can keep others accountable 
• Impeccable integrity and ethics, high level of confidentiality