Human Resources Assistant
Songa Mobility
About Us:
Our pilot project, Kisii Smart Community, managed by East African Smart Villages & Rural Mobility Limited (EASVRM), focuses on agricultural communities in Kisii and Nyamira Counties, both located in rural Western Kenya. EASVRM coordinates a collection of local partners with complementary capabilities to demonstrate the opportunity and feasibility of a digital Smart Village Platform for orchestrating the provisioning of mobility, agriculture, and energy.
Job Purpose
The HR Assistant will provide comprehensive administrative and operational support to the Human Resources function, ensuring smooth day-to-day HR operations. This role is ideal for a highly organized, proactive, and creative individual who enjoys working with people, systems, and processes, and who can support HR initiatives while maintaining confidentiality and professionalism.
Reports: HR & Admin Manager
Location: Kisii and EASVRM operational points
Direct Reports: N/A
Responsibilities
HR Administration & Operations
● Maintain accurate and up-to-date employee records (both physical and digital), including contracts, personal files, leave records, and disciplinary documentation.
● Support onboarding and offboarding processes (contracts, induction materials, system access, exit documentation).
● Assist in managing HR systems (e.g., ERP Next), including data entry, updates, and report generation.
● Support with staff confirmations, contract renewals, and probation tracking.
● Support payroll processes by preparing HR-related inputs (new hires, exits, leave, allowances, deductions) in liaison with Finance.
Recruitment & Talent Support
● Assist with recruitment processes, including posting job adverts, scheduling interviews, shortlisting support, and reference checks.
● Prepare interview packs, scoring sheets, and recruitment documentation.
● Support hiring managers with candidate communication and interview logistics.
Leave, Attendance & Compliance
● Track employee leave, absenteeism, and attendance records.
● Support in following up on leave approvals, handover, and ensuring compliance with company policy and labor laws.
● Assist with the preparation of HR reports related to headcount, leave, turnover, and compliance.
Employee Engagement & Communication
● Support internal communications, including staff notices, memos, HR updates, and policy communication.
● Assist in planning and coordinating staff engagement activities, trainings, and team events.
● Handle employee HR-related queries and escalate complex issues appropriately.
Policy, Documentation & Compliance
● Assist in drafting, updating, formatting, and following up on HR policies, SOPs, templates, and HR documents to ensure compliance.
● Ensure HR practices align with labor laws, internal policies, and organizational standards.
● Support audits and compliance reviews by preparing HR documentation as required.
Creativity & Employer Branding
● Support creative HR initiatives such as onboarding materials, internal campaigns, staff wellness activities, and HR presentations.
● Assist with content creation for internal communications (e.g., posters, presentations, newsletters, announcements).
● Help maintain a positive and engaging employee experience through thoughtful HR support.
Hub Support, Field HR & Compliance
● Conduct regular hub visits to support employees and management on HR-related matters.
● Reinforce HR policies, procedures, and organizational values at the hub level.
● Monitor compliance with HR policies, labor standards, and internal SOPs.
● Act as the first point of HR contact for hub-based staff, responding to HR-related questions and concerns.
● Observe and assess staff welfare, morale, attendance, and workplace conditions during hub visits.
● Identify HR risks, gaps, and improvement areas at the hub level and propose practical solutions.
● Prepare and submit structured monthly HR field reports to the HR & Administration Manager, highlighting findings, issues, trends, and recommended actions.
General Administration Support
● Provide administrative support to the HR & Administration Manager as needed.
● Coordinate meetings, trainings, and HR-related calendars.
● Perform any other HR or administrative duties as assigned.
Working relationships
Internal Relationships:
You will be:
● Directly accountable to the HR & Administration Manager.
● Required to work with the Mobility, Finance, Business Development, Procurement, Projects, Data & Innovation, Agriculture, and Hub Operations teams for the business unit.
External Relationships:
● Regulatory & Statutory Bodies
● HR Service providers
● Off Takers
● Institutions
● Partners
● Vendors
Knowledge, experience, and qualifications required
● Bachelor’s degree in Human Resources, Business Administration, or a related field.
● Minimum 3-4 years’ experience in HR and administrative support roles.
● Knowledge of Kenyan labor laws and HR best practices.
● Experience in an innovative, community development, or agribusiness environment is desirable.
● Experience with creative tools, i.e., Canva, is an added advantage.
● Experience working in a startup or mid- level organization is desirable.
● Must be located in Kisii or willing to relocate.
Competencies
Technical competencies
● Proficiency in HR Information Systems (HRIS) / ERP platforms (e.g., employee records, leave, contracts, basic reports).
● Ability to prepare HR reports, trackers, and summaries with accuracy and clarity.
● Ability to handle HR documentation, filing systems, and audit-ready records.
● Proficiency in Microsoft Excel, PowerPoint, Google Sheets, and basic data analysis.
● Basic graphic design skills using Canva or Adobe tools.
Core competencies
● Strong administrative and organizational skills with close attention to detail.
● Excellent written and verbal communication skills.
● High level of confidentiality, integrity, and professionalism.
● Creative mindset with the ability to present information clearly and engagingly.
● Strong interpersonal skills and ability to work with diverse teams.
● Ability to multitask, prioritize, and meet deadlines.
● Comfortable working in a high-pressure environment.
● Problem-solving attitude with a willingness to learn and adapt
Attributes
● Proactive and dependable.
● Approachable and people-focused.
● Creative and innovative within a professional environment.
● Willingness to grow within the HR function.
Working Conditions:
Working Environment
Is exposed to minimum disagreeable conditions in the environment. The jobholder has normal office facilities that include their own workstation and access to a laptop.
KEY PERFORMANCE INDICATORS
- KPI: Accuracy & Completeness of Employee Records, i.e., contracts, personal documents, leave records, confirmations, disciplinary records.
Target: ≥ 95% complete and accurate records.
Zero critical documentation gaps.
- KPI: Timeliness of HR Documentation & Reports.
Target: ≥ 95% of HR documents completed within agreed timelines.
100% on-time submission of monthly hub visit reports.
- KPI: Efficiency in Onboarding & Offboarding Processes.
Target: 100% onboarding checklists completed within 5 working days.
100% offboarding completed by employee exit date.
- KPI: Responsiveness to Employee Queries (Including Hub-Based Staff).
Target: Acknowledge queries within 24-48 hours.
Resolve ≥ 85-90% of queries within 5 working days.
- KPI: Compliance with HR Policies & Procedures (Hub Visits Included).
Target: Conduct at least 1-2 hub visits per month (or as agreed).
≥ 90% of identified compliance issues resolved within agreed timelines.
No repeat compliance issues without corrective action.
- KPI: Contribution to Employee Engagement & HR Initiatives.
Target: Support at least 1 engagement or HR initiative per quarter.
Positive qualitative feedback from staff and managers.
