Human Resources Assistants at icipe – International Centre of Insect Physiology and Ecology

• Under the guidance of the supervisor, the Human Resources Assistant will support in the delivery and efficient operations of the Human Resource Unit by performing the administrative duties.

• Screening/longlisting of candidates’ applications.
• Preparing interview files and coordinating interview logistics.
• Taking interview minutes during recruitment interviews.
• Coordinating the onboarding process for new staff and ensuring they have the necessary resources for settling in.
• Organizing induction schedules and logistics (venue, materials, IT access- Initiating creation of staff email accounts and JIRA platform access and sharing credentials with staff upon completion).
• Preparing new staff profiles for internal announcements.
• Dispatching staff contracts.
• Initiating exits for departing staff in the ERP.
• Support in exit management & collate exit interview data.
• File discharge voucher & close personnel file to reflect employee departure.
• Reviewing employee clearance as received and updating it in the exit tracker matrix.
• Issue certificate of service and update the personnel file.

• Collecting, updating, and organizing employee files (digital and physical).
• Assist in preparing consultancy contracts and hosted organization contracts.
• Collating and submitting payroll input documents.
• Capturing and maintaining employee data in the HR system.
• Maintain accurate and confidential personnel records in the digital filing System and physical files.
• Assist during HR audits, reviews, and preparation of documentation for internal or external assessments.

• Preparing work permit support letters for non-Kenyan staff at icipe and hosted institutions in
• liaison with the Protocol Officer.
• Updating staff details in the Ministry of Foreign Affairs (MoFA) portal.

• Processing UN subscription for IRS staff and eligible staff within hosted institutions.
• Preparation of general HR correspondence letters.
• Preparation of vendor forms for suppliers (e.g. schools, HR service providers, and other HRrelated vendors).
• Preparation and Issuance of staff badges.
• Any other duties assigned.

• Diploma in Human Resources Management or its equivalent.
• At least one year's experience in a HR set up.
• Experience in Microsoft Office.
• Must be organized, accurate, thorough, and able to monitor work for quality.
• Must be able to prioritize and plan work activities and to use time efficiently.

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