At KCA University, we are committed to excellence in teaching, research, and service. As a forward-looking institution, we recognize the importance of having a highly capable and motivated workforce. We strive to attract, develop, and retain talented individuals who are eager to make a difference in higher education and beyond. In line with this vision, we are seeking applications from qualified candidates for the position of HCM Assistant – Records Management. This is an exciting opportunity for an early-career HR professional looking to build their career in a vibrant, supportive, and innovative university environment.
Position Title: HCM Assistant – Records Management
Department: Human Capital Management (HCM)
Reporting To: Head of Human Capital Management
Duty Station: KCA University Main Campus, Nairobi
Application Deadline: 4th July, 2025
Job Objective
The primary role of the HCM Assistant – Records Management is to provide essential administrative and operational support within the Human Capital Management department. This role focuses specifically on the efficient and confidential handling of employee records, data entry, HRIS updates, and support in payroll, recruitment, onboarding, and training documentation. The role is integral to the smooth functioning of the HCM office and will appeal to a professional who is detail-oriented, organized, and passionate about people operations.
Duties and Responsibilities
The successful candidate will be responsible for a broad range of administrative tasks aimed at ensuring efficiency and compliance in HR processes. The key responsibilities of the HCM Assistant – Records Management include:
- Maintain Employee Records
- Keep comprehensive and up-to-date physical and digital employee files.
- Ensure all personnel records are filed in accordance with internal policies and legal requirements.
- Track the movement of files to and from the HCM office, maintaining an accurate log of access.
- HRIS Management and Data Entry
- Capture, update, and validate employee information in the Human Resource Information System (HRIS).
- Monitor and report on the status of employee records, leave balances, contract renewals, and role changes.
- Payroll Data Support
- Assist in the preparation and submission of payroll-related data including staff attendance records, allowances, statutory deductions, and other compensable items.
- Work closely with the payroll team to ensure timely and accurate processing of salaries and benefits.
- Recruitment and Selection Support
- Assist in tracking job applications, shortlisting activities, and coordinating interview schedules.
- Provide logistical support during the interview process including preparation of interview packs and communication with candidates.
- Onboarding and Orientation
- Facilitate onboarding procedures for new employees including orientation schedules, forms, access badges, and induction documentation.
- Ensure all new hires complete their onboarding checklists and their documents are appropriately filed.
- Benefits Administration
- Support the administration of staff benefits including medical insurance, pension contributions, and statutory compliance.
- Maintain updated records of all benefit-related correspondences.
- Leave Management
- Assist in the processing and tracking of various leave types such as annual, sick, study, maternity, and compassionate leave.
- Ensure staff leave balances are updated regularly and reflected correctly in the HRIS.
- Training Records Management
- Track employee participation in training and development programs.
- Prepare reports on training attendance, feedback, and evaluations for future planning and budgeting.
- Employee Relations and Support
- Provide logistical support in grievance handling procedures and disciplinary hearings including documentation, minutes, and scheduling.
- Assist in coordinating internal staff communications and engagement initiatives.
- Contribute to planning and executing staff welfare programs and events.
- HR Reporting
- Compile monthly, quarterly, and annual human capital reports including:
- Staff Establishment Reports
- Recruitment Status Reports
- Training Participation Reports
- Generate data-driven HRIS reports to support strategic workforce planning and management decision-making.
- Compile monthly, quarterly, and annual human capital reports including:
- Compliance and Confidentiality
- Ensure employee data is handled with the highest standards of confidentiality and integrity.
- Adhere strictly to data protection regulations and internal control procedures in all record-keeping and reporting.
- General Administrative Duties
- Provide general administrative support as required by the Head of Human Capital Management.
- Contribute to continuous improvement initiatives within the HCM department.
- Undertake any other responsibilities as may be assigned from time to time in support of departmental goals.
Required Qualifications and Experience
- Bachelor’s degree in Human Resources Management or a related field from an accredited/recognized institution.
- At least one (1) year of experience working in human resources, administrative support, or a related field.
Additional Skills and Competencies
- Demonstrated understanding of Kenyan labor laws, employment standards, and HR best practices.
- Excellent organizational skills with strong attention to detail.
- High proficiency in IT applications including HR software, Microsoft Office Suite, and document management systems.
- Strong communication and interpersonal skills, with the ability to handle sensitive information with professionalism and discretion.
- Problem-solving ability and a proactive attitude in addressing administrative and operational challenges.
- Team player with the ability to work effectively in a multicultural and diverse environment.
Application Instructions
Interested and qualified candidates are invited to submit the following documents:
- A detailed application letter clearly stating your motivation and suitability for the role.
- An up-to-date curriculum vitae (CV) including at least three professional referees.
- Certified copies of academic and professional certificates.
- A clear copy of your Kenyan National Identity Card (ID).
- Kenya Revenue Authority (KRA) PIN certificate.
All applications must be submitted online through the linked form no later than 4th July, 2025.
Please note that only shortlisted candidates will be contacted.
For additional information, you may contact:
Head of Human Capital Management
KCA University
P. O. Box 56808-00200
Nairobi, Kenya
Website: www.kcau.ac.ke
