Background

Peace Winds is a disaster preparedness, response and recovery organization. Peace Winds advocates for increased collaboration between governments, militaries, NGOs, and the private sector to prepare for and respond to natural disasters across the globe, with the Japan - U.S. relationship as the cornerstone of humanitarian assistance.

The HR Assistant will support the effective management of HR operations at Kakuma and Nairobi Offices. Reporting to the Senior HR Officer, the role focuses on maintaining accurate staff records, managing HR data, assisting in recruitment processes, coordinating leave management, and responding to HR-related queries via email and phone. The HR Assistant will work closely with the Senior HR Officer and the Admin/HR Support team at the field to ensure smooth implementation of HR policies and procedures.

Key Roles and Responsibilities

Staff Records & HR Data Management

• Maintain accurate and up-to-date employee records, including personal information, contracts, and HR files.
• Perform HR data entry and ensure timely updates in HR databases and filing systems.
• Assist in the preparation of HR reports and records for management review.

Recruitment Support

• Assist with vacancy postings internally and externally.
• Support the recruitment process, including scheduling interviews, documenting outcomes, and onboarding new staff.
• Maintain recruitment tracking systems and provide updates to the Senior HR Officer.

Leave & Attendance Management

• Track and manage staff leave records, ensuring accuracy and compliance with organizational policies.
• Support the monitoring of attendance and other HR-related administrative processes.

HR Support & Communication

• Respond to HR-related queries from staff via email, phone, or in person.
• Assist in addressing routine HR matters such as benefits, staff information, and documentation requests.
• Ensure confidentiality of all employee and organizational information.

General Responsibilities

• Support the HR team in implementing organizational HR policies and procedures.
• Maintain a professional approach with all staff interactions.
• Assist with any other HR-related tasks as assigned by the Senior HR Officer.

Qualifications & Experience

• Diploma in Human Resource Management or a related field. Degree is added advantage
• Minimum of 3 years’ experience in HR or administrative support.
• Strong knowledge of HR policies, procedures, and employment regulations.
• Excellent communication and interpersonal skills.
• Proficient in HR data management and Microsoft Office applications.

• Maintain accurate and up-to-date employee records, including personal information, contracts, and HR files.
• Perform HR data entry and ensure timely updates in HR databases and filing systems.
• Assist in the preparation of HR reports and records for management review.
• Assist with vacancy postings internally and externally.
• Support the recruitment process, including scheduling interviews, documenting outcomes, and onboarding new staff.
• Maintain recruitment tracking systems and provide updates to the Senior HR Officer.
• Track and manage staff leave records, ensuring accuracy and compliance with organizational policies.
• Support the monitoring of attendance and other HR-related administrative processes.
• Respond to HR-related queries from staff via email, phone, or in person.
• Assist in addressing routine HR matters such as benefits, staff information, and documentation requests.
• Ensure confidentiality of all employee and organizational information.
• Support the HR team in implementing organizational HR policies and procedures.
• Maintain a professional approach with all staff interactions.
• Assist with any other HR-related tasks as assigned by the Senior HR Officer.

• Strong knowledge of HR policies, procedures, and employment regulations.
• Excellent communication and interpersonal skills.
• Proficient in HR data management and Microsoft Office applications.

• Diploma in Human Resource Management or a related field. Degree is added advantage
• Minimum of 3 years’ experience in HR or administrative support.