Human Capital Administration Assistant at Old Mutual Kenya

Job Description

KEY TASKS AND RESPONSIBILITIES

HR Operations & Employee Lifecycle Support

Execute accurate and timely onboarding, contract generation, transfers, promotions, exits, and documentation.
Manage employee records across HRIS, digital files, and physical storage ensuring 100% compliance.
Track probation, confirmation, and appraisal dates and notify responsible parties.

HRIS & Data Integrity

Maintain up-to-date HRIS records (Workday) and manage data entry and system checks.
Generate standard HR reports (headcount, leave balances, contract end dates, etc.) for HCBPs and leadership.
Conduct regular data audits to ensure consistency and accuracy.

Employee Communication & Engagement Logistics

Draft and send official employee communications and announcements (e.g., promotions, holidays, wellness tips) through Human Capital Comms.
Support internal surveys, culture, wellness events, and learning programs by coordinating logistics and participation.
Manage employee logistics for events e.g. town halls, bereavements.

Compliance, Policies & Audits

Maintain all HR compliance trackers (e.g., work permits, contracts, ID copies, leave policies).
Support audits (internal/external) by preparing required documentation and summaries.
Ensure templates, policy documents, and handbooks are properly version-controlled and accessible.

Payroll & Benefits Administration Support

Collate and verify payroll inputs (e.g., commissions, deductions) before submission deadlines.
Maintain benefit enrollment records and support reconciliation as needed.
Track leave balances, approvals, and returns from extended leave.

Operational Agility & Process Innovation

Continuously identify and implement process improvements in HR administration to enhance efficiency and employee experience.
Embrace digital tools and automation (e.g., e-signatures, workflows, Nina) to reduce manual work and increase speed.
Support agile workflow projects and feedback loops in HR projects.
Participate in idea generation forums and innovation projects within the Human Capital team.

SKILLS AND COMPETENCIES

HR Technical Proficiency

Solid understanding of HR operations and lifecycle processes.
Working knowledge of payroll processes, benefits, and leave tracking
Familiarity with labor laws, HR policies, and confidentiality requirements

HR Systems & Digital Tools

Proficiency in HRIS platforms, Microsoft Office Suite
Communication & Interpersonal Skills

Clear and professional verbal and written communication
Courteous and responsive when interacting with employees and internal stakeholders
Ability to maintain composure and confidentiality when handling sensitive information

Organizational & Time Management

Ability to manage multiple administrative tasks with high attention to detail
Strong organizational skills for maintaining files, trackers, and deadlines
Proactive follow-up and ability to work with minimal supervision

Service Orientation

Strong customer service mindset and responsiveness to employee needs
Dedicated to improving the employee experience through timely support
Empathy and tact in dealing with diverse individuals and situations

Agility & Innovation

Adaptable and flexible when priorities or tools shift
Willingness to try new approaches, processes, or technologies
Open to feedback and actively contributes to process improvements

Data & Compliance Discipline

Accuracy in maintaining employee records, HR data entry, and reporting
Strong integrity and discretion in managing confidential information
Attentive to audit readiness and compliance documentation

QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

Required Experience

2–4 years in an administrative or HR support role within a structured HR environment.
Demonstrated experience in employee records management, onboarding/offboarding, and scheduling.
Proficiency in MS Office and familiarity with HR systems like Workday.
Exposure to process automation tools and agile work environments.