HUMAN RESOURCES ASSISTANT

TITLE: Human Resources Assistant

GRADE:

ANSWERABLE TO: Human Resources & Organisational Development Manager

RESPONSIBLE FOR: Providing daily support to the institution on issues relating to human resources, organisational development and coordination in the Office of the Rector.

DEVELOPMENT/REVISION DATE:  August 2025

DEVELOPED BY: Human Resources & Organisational Development Manager

To assist with day-to-day operations and functions of Human Resources and Organisational Development (HROD) department and provide a full range of administrative and organisational support for the Rector.

1      Executive Support

1.1  To provide proactive confidential, high level, efficient and effective PA executive and administrative support to the Rector.

1.2  Act first point of contact in Rector’s office, demonstrating a high level of autonomy and independent working and ability to manage conflicting demands to deal with all communication to the officer, including highly sensitive material.

1.3  Manage all aspects of Rector’s diary including the effective organization of travel, meetings, committees and events.

1.4  To manage and prioritize email correspondence for the Rector to include the drafting of replies, making effective decisions to identify issues that require the Rector’s personal attention and filtering those that can be answered directly by the post holder or referred to appropriate member of CAS management.

1.5  Manage Rector’s trips both locally and internationally by arranging flights, accommodation and transport logistics.

1.6  Arrange meetings on behalf of the Rector by preparing agenda and take minutes during Rector’s meetings and dissemination of outcomes and actions.

1.7  Accurately draft correspondence and take minor decisions involving administrative routine matters.

1.8  Support the Rector and other corporate services management staff (e.g. office of the Bursar at corporate events

2      Human Resource Records

2.1  Maintain, secure and manage accurate human resource records, HRIS data etc

2.2  Ensure that employee records are updated both electronically and hard copies.

2.3  Conduct file audit annually to ensure that all necessary and required information is available in their files as per HR checklist.

2.4  Update the information with employee changes and process the necessary paperwork to that effect.

2.5  Open files for newly appointed staff.

2.6  Keep all files of performance appraisals secure and updated at all times.

2.7  Keep any other HR information readily available and well documented e.g. grievances, disciplinary etc.

2.8  Manage on boarding and offboarding processes; prepare documentation, coordinate IT access, conduction orientation logistics, collect exit paper work.

2.9  Notify Finance department immediately on staff changes regarding payroll.

2.10      Maintain clear and updated records of staff benefits with external vendors e.g. insurance companies.

2.11      Reconcile all staff benefits from external vendors e.g. insurance and     update the benefits records.

2.12      Keep staff training records and produce updated reports annually.

2.13      Upload all staff information to CHE system and CAS integrated information management system.

3      Leave Administration

3.1 Ensure that all leave records are updated.

3.2 Ensure that all employees comply with the provisions of Leave Policy.

3.3 Upload the leave information to Finance department for payroll processing    monthly.

3.4 Produce leave statistics at least bi-annually to ensure that all working hours are accounted for.

3.5 Fill leave balances every time an employee requests leave before final approval by Rector.

4      Recruitment

4.1  Assist in recruitment by putting up adverts in media.

4.2  Capture all the applicants’ information on the database for screening process.

4.3  Act as the point of conduct for applicants’ questions and queries.

4.4  May conduct job orientation for new employees in the absence of the Human Resource Manager.

4.5  Ensure that upon arrival all newly recruited employees have necessary tools to use for their jobs e.g. laptop, printer, computer and internet log-in details, workstation and office keys etc.

4.6  Conduct benefit enrolment for new staff.

4.7  Must be familiar with local labour regulations and benefits administration

5      Employee General Support

5.1  Assist in planning HR related functions e.g. farewell parties, Christmas parties, wellness day, sports and general staff outings.

5.2   Act as a Liaison between CAS and insurance or retirement companies/vendors.

5.3  Ensure that new employees are included in the schemes and those no longer are removed and help answer queries or resolve related issues to the benefits as they may arise.

5.4   Conduct staff satisfaction survey yearly.

5.5  Any other duty as assigned from time to time.

Bachelor’s Degree or Diploma in Human Resources Management, Business Administration, plus 5 years working experience in HR&OD and have experience working with the Senior Leadership. Good problem solving, good interpersonal skills, planning and organising, good written and oral communication skills and must be professional with all employees at all levels A good understanding of the Integrated Management System including human resources information management system will be an added advantage.

Must be flexible, good time management skills, minutes taking skills and computer literacy. Experience of utilizing the full suite of Microsoft office applications (including word, PowerPoint, excel to an advance level).  Must also have basic numeracy for expense, invoice and budget tracking.

Must also have a high level of confidentiality and ethical judgement.  Must be customer-service oriented and ability to work collaboratively.