The Talent Operations Graduate Trainee supports the Talent Operations function across several administrative areas, including office management, casual staff management, employee separation, and benefits administration for the Nairobi, Kisumu, and Eldoret offices. This role requires strong organizational skills, attention to detail, and impeccable integrity.
Office Administration
- Welcoming all visitors and showing them around the office.
- Assisting in the coordination of office activities.
- Handling office phone calls and redirecting them to the relevant person.
- Ensuring that the office space is always clean, tidy, and well arranged.
- Ensuring that meeting rooms are set, chairs arranged and the projector connected prior to all meetings.
- Regularly updating the utility tracker and any other assigned trackers.
- Issuing relevant approved office supplies.
- Raising requests for required stock.
- Coordinating with the maintenance supervisor any maintenance and renovations when necessary.
- Supporting in assigned administrative tasks within the other Talent Operations functions.
Casual Management
- Collaborating with supervisors to accurately collect the casual information: personal details, attendance, the number of hours worked, and any other relevant information.
- Computing casual payments accurately for Nairobi, Kisumu, and Eldoret offices and following up on the daily wages are paid on a weekly basis.
- Scheduling and conducting spot checks with casuals weekly to identify if there are any issues.
- Generating a tracker on the issues identified and informing the supervisor where relevant to address the issues.
- Organizing the Talent Operations and casuals Dropbox.
- Administering casual contracts and following up with all casuals to sign the contracts on daily basis or upon engagement.
- Preparing a tracker on casual contract management and the appropriate status.
- Aiding in HR analysis data.
NITA (National Industrial Training Authority)
- Requesting for NITA training and filling the appropriate forms and following up on training approval.
- Filing for NITA Claims by filling the appropriate forms and following up on reimbursement quarterly.
Employee Separation
- Drafting acceptance of resignation letter & Certificate of Service.
- Initiating clearance on DocuSign & following up on timely employee Clearance.
- Collaborating with the talent partners, to ensure all company assets assigned to the exiting employee are returned on the last working day.
- Terminating exiting employees profiles on Odoo and removing them on internal trackers.
Salary Advance Requests
- Compiling monthly salary advance requests and prompting supervisors to review then share with Accounts to process payment by 15th of every month.
Pension
- Sharing pension forms with new employees upon successful completion of probation and other members upon request.
- Sharing enrollment forms with Kenindia.
- Supporting employees to access their Pension statements.
- Initiating pension withdrawals & transfers for exiting employees.
- Updating Pension tracker.
Benevolent Fund
- Initiating & ensuring employees receive Benevolent funds.
Medical Cover Enrollment
- Enrolling all the new joiners and new dependants in the medical coverage.
- Submitting medical enrollment details to the Insurer within 24 hours of receiving the forms.
- Compiling and updating the medical members' names and their dependents in the tracker.
- Removing exited employees from Medical and collaborating with your manager to ensure the credit notes where applicable are issued by the insurer.
- Following up to ensure all new joiners are enrolled in Smart Access.
Requirements & Qualifications
- Diploma/Degree in Human Resource Management, Business Administration or any other related field of study.
- Previous knowledge in HR practice, administrative and general office experience is desirable.
- Must be computer literate with proficiency in MS Word, Excel and G Suite.
- Be a team player willing to learn, adapt and work with minimum supervision.
- Excellent communication, influencing and interpersonal skills.
- High levels of energy and enthusiasm and ability to work under pressure.
- Owns their own results and can keep others accountable.
- Impeccable integrity and ethics, high level of confidentiality.
