Directline Assurance HR Assistant Job in Kenya

Directline Assurance Limited

Vacancy Advertisement

We are looking for a motivated and qualified professional to fill the position of HR Assistant.

Overall Purpose of the Job: This role provides end to end support in manpower planning and talent acquisition across the company. It also ensures the administrative functions of HR are achieved.

Key Roles and Responsibilities

  1. Manpower Planning
  • Monitor overall headcount and per department viz a viz budget
  • Support in the company-wide manpower planning per approved budget
  • Maintain an updated overall Headcount & salaries budget database per department
  • Updated organization and departmental structures

2. Talent Acquisition

  • Productivity matrix against recruitment request
  • Support in the company-wide recruitments for all approved requests per approved budget. This includes advertisements; shortlisting; calling candidates and arranging for interviews; reference checks on 1st successful interviews and before the 2nd interviews; request and receipt of documents for staff file; opening the staff file and ensure its completion using the checklist sign off
  • Support in implementation of a recruitment strategy
  • Enforcement of recruitment processes and procedures across departments
  • Co-ordinate all Internal and external recruitments

3. Administrative

  • Enforce the promotion procedures and processes by advertising all jobs internally and following the laid down recruitment processes including interviews for both internal & external candidates
  • Enforce the Transfer procedures and processes in line with manpower needs including ensuring variation letters are done; staff have signed new JDs & KPIs for their new role/stations; facilitation processing through the Admin; workstations/equipment requests to Admin;
  • Maintain the matrix on transfers and promotions and gaps to be filled
  • Update all employee records in HRMIS and changes as per employee changes on file ensuring update employee records/data
  • Train and/or orient new staff on use and update HRMIS on active modules e.g. Leave
  • Management of HRMIS employee information
  • Staff files management and update all staff related paperwork
  • Manage the Exit process from receipt of resignation to the clearance process and replacement strategy
  • Track and update the headcount changes and give updated report on a monthly, quarterly and yearly basis
  • Manage Annual Leave plans for the year with specific dates
  • Communicate to staff on joiners and leavers and other important communications on day of joining or last day of work
  • Assist with logistical planning for staff forums, staff meetings and other staff communications etc
  • Facilitate travel requisitions when need be including employee re-location costs
  • Monitor and report on daily attendance, Investigate and understand causes for staff absences
  • Flight bookings and management of costs for pre-authorized travels
  • Any other duties as may be assigned from time to time.

Person Specifications

Academic Qualifications

  • University degree preferably in Human Resource Management or any other related discipline

Professional Qualifications

  • A diploma in Human Resource Management will be an added advantage.
  • Member of IHRM


  • At least 3 years’ experience in a busy HR Department

Skills and Attributes

  • Basic MS office skills, proficient in Ms Excel and numerically inclined
  • Possess strong interpersonal, communication and negotiation skills
  • Meticulous, detailed, well-organized and able to work independently to meet datelines
  • Effective written communication skills including the ability to prepare reports.
  • Ability to maintain confidentiality, use sound judgment and perform independently
  • Conversant with various labour laws and their application.
  • Experience using a HRMIS system

Application Instructions

If you qualify for the above advertised role, kindly send us a detailed CV and Application Letter clearly demonstrating your fit as per the roles & responsibilities and the person specifications (academic/professional qualifications, experience, skills & attributes) listed above.

Applications that do not conform to the Application Instructions will not be considered.

Kindly send your application documents to to reach us on or before 5.00pm 7th December, 2018.

HR and Administration
Updated: December 4, 2018 — 6:26 pm