HUMAN RESOURCES & OPERATIONS ASSISTANT | AFRICAN ACADEMY OF SCIENCES (AAS) – NAIROBI, KENYA (2025)

HUMAN RESOURCES & OPERATIONS ASSISTANT | AFRICAN ACADEMY OF SCIENCES (AAS) – NAIROBI, KENYA

ESSENTIAL JOB DETAILS

• Position: Human Resources & Operations Assistant
• Location: Nairobi, Kenya
• Job Type: Fixed Term – 3 years, Full-Time
• Job Grade: C Lower
• Department: Human Resources & Operations
• Reporting To: Manager, Human Resources & Operations
• Application Deadline: 26th February 2025, 17:00 HRS EAT
• Organization Website: www.aasciences.africa

INTRODUCTION

Are you an experienced Human Resources professional looking for an opportunity to support a dynamic team and contribute to a growing organization? The African Academy of Sciences (AAS) is seeking a detail-oriented and proactive Human Resources & Operations Assistant to join their team in Nairobi. This role is essential in ensuring smooth HR operations, effective employee integration, and efficient handling of staffing matters. If you are looking for a role that blends administrative precision with strategic HR initiatives, this is the perfect opportunity for you.

ABOUT AFRICAN ACADEMY OF SCIENCES (AAS)

The African Academy of Sciences (AAS) is a non-aligned, non-political, not-for-profit pan-African organization headquartered in Nairobi, Kenya. With a vision to transform lives through science, AAS is dedicated to recognizing excellence, providing advisory and think-tank services, and implementing Science, Technology, and Innovation (STI) programs that address Africa’s key developmental challenges. The organization is driven by five strategic focus areas:

• Environment and Climate Change
• Health and Well-being
• Natural Sciences
• Policy and Governance
• Social Sciences and Humanities

Through thought leadership and research funding, AAS aims to foster sustainable development across Africa.

KEY RESPONSIBILITIES

• Provide counseling on HR policies and procedures, ensuring compliance and understanding among employees.
• Support the development and implementation of HR initiatives and systems to improve efficiency and employee engagement.
• Actively participate in recruitment processes, including drafting job descriptions, posting job advertisements, and coordinating hiring procedures.
• Provide administrative and clerical support to employees and HR functions.
• Maintain and update employee records (both hard and soft copies) for accuracy and completeness.
• Act as the liaison between HR and employees, ensuring smooth communication and timely resolution of inquiries.
• Coordinate HR projects such as meetings, training sessions, and employee surveys, and take minutes when required.
• Manage employee pension and benefits administration, ensuring timely enrollment and updates.
• Assist in payroll preparation by providing necessary data, including attendance, bonuses, and leave balances.
• Address employee requests related to HR policies, rules, and regulations.
• Conduct internal and external training coordination, liaising with facilitators to ensure proper execution.
• Oversee interview scheduling and communication with job candidates.
• Manage new employee orientation programs to facilitate seamless onboarding.
• Maintain the HR Information System (HRIS), ensuring accurate data entry and regular updates.
• Organize and reorganize personnel files, ensuring a structured and retrievable system.
• Assist in document scanning and digital archiving for effective document management.
• Ensure all DocuSign and other HR-related documents are up-to-date and properly filed.
• Maintain the AAS Staff Master List and Leave Register, ensuring accuracy and completeness.
• Update the staff asset inventory, tracking company-issued equipment and assets.
• Perform other HR and operations duties as assigned.

QUALIFICATIONS AND SKILLS

• Bachelor’s degree in Commerce, Business Management/Administration (with a focus on Human Resources) or a related field.
• Sound knowledge of Kenyan employment laws and regulations.
• Registered membership with the Institute of Human Resources Management (IHRM) or another accredited HR professional body.
• Certification as a Certified Human Resource Professional (CHRP) is required.
• 3-4 years’ experience in a busy HR environment, preferably in a nonprofit or research-driven organization.
• Proficiency in HR software and systems.
• Strong analytical and problem-solving skills.
• Ability to handle sensitive information confidentially.
• Excellent communication skills in English (both oral and written).
• Proficiency in other African Union languages (e.g., Arabic, French, Portuguese) is an added advantage.

COMPANY CULTURE AND VALUES

The African Academy of Sciences prides itself on fostering a work environment that promotes:

• Excellence and Innovation: Encouraging research-driven solutions that impact Africa’s development.
• Inclusivity and Diversity: Providing equal opportunities for all employees, regardless of background.
• Collaboration and Teamwork: Encouraging a supportive and engaging work culture.
• Integrity and Accountability: Upholding the highest ethical and professional standards.
• Sustainability and Impact: Aligning organizational efforts with Africa’s long-term development goals.

HOW TO APPLY

To apply for this position, interested candidates must:

1. Download and complete the official job application form: AAS Job Application Form
2. Prepare the following application materials:
   • A one-page cover letter detailing your suitability for the role.
   • An updated curriculum vitae (CV) or resume.
3. Submit your application via email to recruitment@aasciences.africa with the subject line: “HR & Operations Assistant”.
4. Ensure that applications are sent by 26th February 2025, 17:00 HRS EAT.

Note: Only shortlisted candidates will be contacted.

ADDITIONAL ENGAGEMENT

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Apply today and take the next step in your career with the African Academy of Sciences (AAS)!