Role Purpose
We are seeking HR Associate to be deployed to our client sites on an outsourced basis. In this role, you will act as the on-site HR support person, providing day-to-day administrative and operational assistance. You will execute routine HR tasks, maintain records, assist with recruitment coordination, manage employee queries, and ensure smooth HR operations under the guidance of a senior HR manager (either from Reeds or the client).
Job Description
HR Administration & Record Keeping
Maintain and update employee personnel files (both physical and digital).
Ensure all HR documents (contracts, offer letters, leave forms, disciplinary records) are properly filed and easily retrievable.
Prepare routine HR letters (e.g., confirmation, promotion, warning, transfer).
Manage employee data entry into the HRMIS (e.g., new hires, leavers, transfers).
Recruitment Support
Post job advertisements on job portals and social media as instructed.
Screen CVs against basic role requirements.
Coordinate interview schedules (booking rooms, contacting candidates, sending invites).
Assist in reference checks and document verification.
Prepare new hire onboarding packs and facilitate orientation logistics.
Attendance & Leave Management
Track employee attendance, absenteeism, and lateness using biometric systems or timesheets.
Manage leave applications and maintain the leave balance tracker.
Prepare monthly attendance reports for payroll processing.
Payroll Support
Collect and verify payroll inputs (overtime, allowances, deductions, new hires, exits).
Submit accurate and timely payroll data to the payroll processor.
Distribute pay slips to employees.
Employee Relations Support
Serve as the first point of contact for basic employee queries (leave, pay, policies).
Schedule disciplinary hearings and take minutes during proceedings.
Issue simple warning letters as directed by the HR manager.
Assist in organizing employee engagement activities (team building, staff meetings, wellness days).
Performance Management Support
Distribute performance review forms to employees and line managers.
Track and follow up on timely submission of completed performance appraisals (monthly, quarterly, or annual as per client policy).
Maintain a performance management tracker (scores, ratings, completion rates).
Schedule performance review meetings between employees and supervisors.
Assist in compiling performance improvement plan (PIP) documentation as directed.
Provide basic reminders and guidance to staff on how to complete self-assessments.
File all performance appraisal records in employee personnel files.
Generate basic performance completion reports for the HR manager.
Compliance Support
Ensure new hires submit all statutory deduction details (SHA, NSSF, KRA PIN).
Maintain a tracker for contract renewals and fixed-term end dates.
Assist in preparing documentation for labor office audits.
Reporting
Prepare daily/weekly basic HR reports (attendance summary, new hires, exits, leave status).
Job Requirements
Qualifications & Requirements
Diploma or Degree in Human Resource Management, Business Administration, or a related field.
CHRP or Ongoing.
2 - 3 years of experience in an HR administrative role.
Internships or attachment in an HR department will be considered.
Experience in a fast-paced environment is preferred.