Department: Administration & HR

Position: Administration/Human Resource Assistant

Contract duration: Four Months

Duty Station: Nairobi

Anticipated Start Date:1st September 2025

Background on Acted

Acted is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.

Acted was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris, France, Acted now operates in 42 countries worldwide. Acted sectors of intervention include emergency relief, food security, health promotion, economic development, education & training, microfinance, local governance & institutional support, and cultural promotion. For more information, please visit our website at www.Acted.org.

Acted Kenya is urgently looking for experienced self-driven and self-oriented professionals to fill the position of an ADMIN/HR Assistant based in Nairobi-Kenya.

I. Main Objective

Under the guidance of the line manager, s/he will assist in performing overall Administration and HR management of the Acted Kenya mission ensuring that external governing laws and Acted specific HR policies and procedures are always met.

II. Responsibilities:

The Admin/HR Assistant will be responsible for the following responsibilities:

HR Titanics (Payroll)

• Assist in updating the HR Management software with employee’s information in different fields as required.

• Payslip management- Once the payroll is approved, print the payslips and ensure that they are signed by all the staff in the mission and filed on monthly basis.

Attendance FU

• Ensure every staff has attendance sheets and that they are properly filled out and filed on monthly basis-

Staff Information management

• When requested, update and maintain accurate excel database for staff.

Contracts and ToRs

• Assist in preparing the employment contracts and ensure they are sent to respective staff to sign.

• Ensure the signed contracts are properly filed on share point and archieved

Leave follow up, Leave planning and public holidays

• Track and consolidate the leave request forms for staff

• To regularly update and maintain leave follow ups

Personnel folder

• Ensure that each staff has their own personnel folder, updated regularly with all the required HR documents in line with Acted policies and confidentiallymaintain them.

Daily workers and Interns FU

• Follow up and ensure daily worker requests are signed by all the relevant managers and sent back to the field before commencement of the works.

• Update the casual titanic for all temporary staff and share with Finance for payments facilitation.

ADMIN Responsibilities

Immigration/NGO Board FU/Visa

• Assist in preparing the documentation as required to be reviewed by the line manager and ensure they are handed to the Immigration consultant for action on a timely manner.

• Launch and or closely follow up on all applications i.e Special pass and Work permits

Insurances (Medical, GLA/GPA)

• Closely make follow ups with the Insurance Companies and ensure that additions, deletions, Debit notes, credit notes and reimbursements are handled and processed in real time.

Pensions FU

• Enrol new staff recruited in Kenya to the Acted pension scheme ensuring that all staff have filled the membership forms and send to Jubilee/agent for action.

• Follow up with the Pensions Insurance Company for payment/transfers in case staff exits from Acted and update your supervisor accordingly.

HELB FU

• Check and follow up with Higher Education Loans Board (HELB) on new hires’ HELB loans status and Inform respective staff on the HELB matter as applicable for action.

• Track HELB status and reflect on payroll

Filling and document tracking:

• In charge of Admin/HR filing on SharePoint, on Archives 2.0

• In charge of documents tracking from the field

HR Audit documents preparation when needed/requested.

Any other duty as may be assigned to you by your line manager Manager.

III. Qualifications/Skills Required

• Bachelor’s Degree in business administration, Human Resource or related field.

• CHRP Certification

• 2 + Years of experience in Admin/HR position preferably in an INGO with a proven track record of success

• Acquaintance with employment labour laws, various regulations and statutory law in Kenya.

• Computer Literate - MS Outlook and Excel and basic software application and familiarity with the internet and email communications

• Experience with HOMERE software is a great advantage.

• Excellent communication skills, positive attitude, Strong analytical skills (context, people …)

• Excellent active listening, negotiation and presentation skills

• Competencies based interviewing experience

• Understanding of skills & Psychometric assessments (An advantage)

• Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,

• Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.

• Capacity to build and maintain a strong professional network

How to apply

Qualified Kenya Nationals with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to kenya.jobs@Acted.org and received on or before 5.00PM on 11th July 2025 with the subject line as;

APPLICATION FOR ADMIN/HR ASSISTANT POSITION– KENYA

Please note that only the shortlisted candidates will be contacted.

Acted will at no stage of recruitment process request candidate to make payments of any kind. Further, Acted has not retained any agent in connection with recruitments.

- Acted has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH) and strives to recruit those who share our values.

- All candidates will be subject to a pre-employment check that includes satisfactory references, screening, and criminal checks in line with legal requirements.

- All candidates who have been offered a position will sign and respect Acted’s Code of Conduct and related policies as part of their work contract. All staff are expected to abide by the standards of behaviour outlined in those documents.

- Managers will have a special responsibility to foster a safe environment.

- Misconduct can lead to serious disciplinary sanctions.

Acted is an Equal Opportunity Employer.