HR Associate

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The HR Associate, as part of the HR team in I-Hub, guides candidates through the new hire experience and acts as a guide throughout the pre-employment and onboarding process in partnership with Recruiting Associates, HR Partners, HR Focal Points and hiring managers.

This role will complete assignments and tasks by setting target dates, including data entry, and ensuring forms, documents and processes are complete and properly updated.

The Onboarding team is a new hire’s main point of contact after accepting an offer and the Onboarding Associate must be customer service focused striving to make the process easy while ensuring the process is aligned with local labor practices.

Major Responsibilities:

Onboarding & Offboarding:

• Lead the full onboarding process including pre-arrival communication, orientation scheduling documentation collection, and system setup and integration
• Proactively engaged with the candidate after the offer is signed.
• Tracking onboarding tasks which includes new hire communications, data collection and management, compliance acknowledgements, and orientations.
• (Workday/Cornerstone/Teams) ensuring a positive and well-structured experience.
• Provide onboarding kits, facilitate introductions to teams, and ensure all new staff are technically and administratively set up.
• Lead structured exit processes, including terminal dues processing and final clearance in line with Kenya labor law.
• Emailing new hires with details about the company, including parking information and work schedules
• Ensuring new hires have the necessary technical assistance to set up their hardware and software.
• Gathering and filing all paperwork related to new hires, including contracts and bio data
• Support recruitment processes in coordination with Recruiting Associates and hiring managers.
• Track and maintain all onboarding and pre-employment documentation, forms, and HRIS updates.
• Coordinate the lifecycle of employees from recruitment, onboarding, performance review, contract management, to exit.

Administration Benefits
• Gathering and filing all paperwork related to employee benefits including medical insurance, group life, GPA, pension, and wellness programs.
• Ensure staff are enrolled/terminated from benefits programs in a timely manner and that coverage aligns with organizational policies and contract terms.
• Liaising closely with insurance providers to handle claims, renewals, policy updates, and onboarding sessions.
• Track utilization and cost data to support benefits budgeting and renewal negotiations.
• Orient new hires on benefit packages and support staff with related queries and claims procedures.
• Handle all benefits renewal process with the insurance providers as per the contract durations agreed upon.
• Ensure alignment and compliance requirements are met in relation to employee benefits.

Leave Management
• Oversee end-to-end leave management, including tracking, reconciliation, reporting, and system updates.
• Provide clear guidance to staff on all types of leave—annual, sick, parental, compassionate while ensuring compliance with policies and labor laws.
• Audit leave balances in Workday and coordinate corrections or manual adjustments as needed.
• Work closely with payroll to align leave balances with salary calculations and final dues.
• Support workforce planning through detailed leave utilization reports and dashboards.
• Resolve discrepancies and support staff understanding of leave entitlements.

Other Responsibilities
• Conducting exit interviews with departing employees to learn about their reasons for leaving the company and ensure the HR Lead is made aware.
• Ensuring data accuracy and system updates for all IHUB staff are correctly coordinated and updated on HRIS system.
• Coordinate the management and maintenance of staff contracts, personnel files, and other employee information
• Manage and coordinate all human resource records and maintain a filing and retrieval system for keeping past and current records.
• Prepare reports and presentations on HR-related metrics like the aggregate number of hires by the department, DEI report etc.
• HRIS (Workday) Administration and Data Management

Work Experience:

• Three plus years of HR experience required
• Experience in a customer service environment with demonstrable experience in active listening and problem-solving skills
• Experience in HR concepts and Employment laws and regulations a plus

Demonstrated Skills and Competencies and Qualifications:

• Ability to work in a limited direction with sound sense of accountability and aim for results
• Provides outstanding customer service by consistently going above and beyond in building trust and respect among customers.
• Have a bachelor’s degree in any of the following disciplines: Human Resource Management or equivalent qualifications from a recognized institution
• Membership of the Institute of Human Resource Management in good standing.
• Strong interpersonal skills - able to work effectively with other employees and external parties
• An effective communicator
• Skilled in Microsoft Office applications (Excel a must)
• Confidentiality and sensitive information handling skills.
• Must be very organized and detail oriented with the ability to shift priorities as needed
• Workday, Cornerstone experience a plus

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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