Mercy Corps, an international humanitarian and development organization operating in more than 40 countries, is seeking to recruit an HR Assistant to support its operations in Kenya. The organization is recognized globally for advancing innovative solutions that help communities overcome hardship, respond to emergencies, and build resilience. In Kenya, Mercy Corps plays an active role in long-term development, emergency response, and resilience-building initiatives. The HR Assistant position presents an opportunity for an individual who is committed to organizational development and the effective management of human resources processes.
This role is based in Nairobi and falls within the Human Resources department, supporting the USAID-funded Nawiri Program. Nawiri is a multi-year resilience and nutrition initiative implemented in partnership with various Kenyan stakeholders and international development organizations. The HR Assistant will play a crucial role in ensuring smooth and compliant HR operations to support the program’s implementation.
Position Overview
The HR Assistant will operate under the Human Resources Unit and provide direct support to HR functions including documentation, recruitment processes, employee relations, record management, and compliance tracking. The HR Assistant is expected to work closely with both program and operations teams to facilitate efficient HR services in line with organizational policies and donor requirements. The role requires an individual who demonstrates professionalism, confidentiality, organizational skills, and the ability to handle multiple tasks in a structured environment.
Detailed Job Description
The HR Assistant will support a range of activities that facilitate effective human resources functions. The following sections outline the detailed job duties associated with this position.
HR Administrative Support
The HR Assistant will handle day-to-day HR administrative activities to ensure the smooth functioning of the department. These duties include maintaining employee files and ensuring all records are accurate, complete, and aligned with compliance standards. The role also involves tracking contract end dates, probation periods, leave balances, and other employee lifecycle milestones. The HR Assistant will ensure that HR databases, both electronic and physical, are updated regularly and reflect the most current information.
Another aspect of administrative support involves preparing HR-related documentation such as letters, memos, staff movement forms, and reference materials. The HR Assistant will support internal communication related to HR matters by drafting notices, memos, and announcements as required. This includes disseminating information on policy updates, staff welfare notices, and changes in HR processes.
Recruitment and Onboarding Support
The HR Assistant will provide logistical and administrative support during recruitment processes. This includes organizing interviews, scheduling candidate assessments, and coordinating communication between candidates and hiring managers. The HR Assistant will participate in posting job advertisements, reviewing applications for completeness, organizing interview materials, and ensuring recruitment procedures comply with internal guidelines.
During onboarding, the HR Assistant will ensure new staff members receive all required documentation, orientation materials, and guidance necessary for successful integration. This involves preparing onboarding packs, coordinating orientation schedules, and ensuring new employees sign required forms. The HR Assistant will also support the induction process by facilitating introductions to relevant departments, ensuring completion of compliance forms, and updating personnel files.
Employee Relations and Support
The HR Assistant will serve as a point of contact for employee inquiries related to HR policies, procedures, and general administrative issues. This involves responding to queries, providing guidance on HR processes, and directing employees to appropriate information sources. The HR Assistant will assist in the communication of HR initiatives and ensure staff members understand changes in policies or procedures.
In collaboration with the HR team, the HR Assistant will support conflict resolution efforts by facilitating communication between staff and HR representatives. This includes ensuring that employee concerns are recorded and escalated appropriately when needed. The role also involves supporting the implementation of staff welfare initiatives and assisting in coordinating staff engagement activities.
Compliance and Policy Support
The HR Assistant will ensure that the HR department operates in compliance with internal policies, donor regulations, and local labor laws. This includes monitoring the submission of mandatory documents, ensuring staff certifications are up to date, and supporting audits by preparing required HR documentation. The HR Assistant will maintain confidentiality and ensure all HR files meet the standards expected for internal and external audits.
Another part of compliance support involves assisting in the implementation of HR policies. The HR Assistant will help communicate policy updates, provide explanations and clarifications to staff, and ensure procedures align with organizational standards. The role requires regular tracking of mandatory training completion, code-of-conduct acknowledgments, and other compliance-related requirements.
Payroll and Benefits Support
The HR Assistant may provide support to payroll processes by gathering necessary documents, verifying staff information, and ensuring accurate recordkeeping of leave and attendance data. This includes checking timesheets, monitoring leave requests, and ensuring all payroll changes are properly documented and approved. The HR Assistant will also help maintain records related to staff benefits, insurance, statutory deductions, and other entitlements.
Coordination and Communication
Coordination with other departments is a key part of the HR Assistant’s responsibilities. The role requires collaboration with program teams, operations units, and field offices to facilitate timely HR services. This includes coordinating staff movements, communicating recruitment timelines, and providing updates on HR processes.
Effective communication also extends to external stakeholders such as applicants, service providers, and institutional partners. The HR Assistant may handle inquiries from external parties and ensure information is delivered in a professional and timely manner.
Support to Performance Management
The HR Assistant will support the implementation of performance management processes. This includes tracking performance review timelines, sending reminders to staff and supervisors, and ensuring completed forms are properly stored. The HR Assistant will also support the collection of data related to training needs, performance discussions, and development plans.
Additionally, the HR Assistant may assist in organizing performance-related workshops, briefing sessions, or orientation for new staff on performance requirements. This support ensures that employees understand expectations and that supervisors follow structured review processes.
Training and Capacity Building Support
The HR Assistant will help coordinate staff development initiatives, including scheduling training sessions, maintaining attendance records, and ensuring follow-up documentation is completed. The role may also involve communicating training opportunities to staff, administering pre-training requirements, and collecting feedback after sessions.
Monitoring compliance with mandatory training requirements is another aspect of training support. The HR Assistant will track completion rates and ensure that staff who have not fulfilled requirements are notified.
Recordkeeping and Data Management
Maintaining accurate HR data is a central responsibility of the HR Assistant. The role requires consistent updating of HR information systems, electronic databases, and paper filing systems. Data accuracy is essential for compliance, reporting, and organizational decision-making.
The HR Assistant will ensure information related to contracts, benefits, leave, performance, training, and recruitment is recorded correctly. The role also involves generating HR reports as required by managers or donors and ensuring the confidentiality of all sensitive employee data.
Support to HR Projects
The HR Assistant may participate in HR projects such as policy reviews, system improvements, staff surveys, and organizational assessments. In these activities, the assistant may collect data, assist in preparing reports, coordinate project logistics, and collaborate with HR officers or managers.
These projects support organizational strengthening and help enhance HR systems, processes, and employee experience. Participation in such initiatives requires strong organizational skills, the ability to meet deadlines, and attentiveness to detail.
General Office Support
The HR Assistant may support general tasks required to maintain an organized and efficient HR office. This includes ensuring adequate supplies of HR forms, maintaining office inventory related to HR processes, and supporting logistics for HR-driven activities such as staff gatherings or meetings. The HR Assistant may also help coordinate travel or other administrative needs related to HR events.
Conclusion
The HR Assistant role at Mercy Corps is a key position that supports the effective functioning of the Human Resources department and contributes to the broader objectives of the organization’s programs, including the Nawiri initiative. The role requires a high level of organization, confidentiality, and commitment to supporting both staff and managers in HR processes.
