Job Description
HUMAN RESOURCE CLERK GRADE III 1 POSITION REF: PU/ADV/02/04/2022
REQUIREMENTS FOR THE POSITION OF HUMAN RESOURCE CLERK GRADE III
This is an entry position to this cadre and appointment is on temporary or permanent terms or on a two (2) year renewable performance-based contract depending on age, citizenship and any other reason.
Academic Qualification
The candidate must have a mean Grade of C- (minus) at KCSE or equivalent plus a relevant professional certificate from a recognized Institution.
Experience
At least two years’ experience in clerical work with excellent knowledge of office operations
Key Responsibilities
i. File all documents and ensure that there is a filling order and organization for an easy future retrieval.
ii. Ensure procured office stationery is available for office use by collecting items from the
stores
iii. Deliver to the appropriate departments, letters and others correspondence to facilitate timely response/action
iv. File letters received and dispatch of files to action officers to update records to confirm
current status on a daily basis
v. Offer data entry and clerical services to the Human Resource Department
vi. Trace files on a regular basis that have overstayed in action officers’ office to conform to International Organizational Standards requirement of seven day return policy of files to the registry.
vii. Arrange files and documents in the Department and ensure neatness of the office
viii. Ensure all Closed files not in use are archived
ix. Ensure files in the archives are regularly dusted and well arranged
x. Prepare summaries and data for further analysis and decision making
xi. Scan and post records to HR software facilitate service automation
xii. Liaise with the Human Resource Assistants in utilization of office appliances such as
photocopier, printers and computers to assist in the efficient operation of departmental
activities on a daily basis
xiii. Ensure files are properly updated and shelved in the cabinet for safety and easy retrieval; employ proper inventories for the same to ensure that there is a logical retrieval of the same.
xiv. Assist in preparation of a variety of documents i.e., agendas and memoranda for the purpose of documentation and communication.
xv. Open, sort and distribute incoming mail and prepare outgoing mails to receive and
disseminate information in the Human Resource Department on a daily basis.
xvi. Perform any other duties as assigned by the Head of Department
Skills and Competencies
i. Computer literacy
ii. Knowledge of clerical, operational or customer service skills acquired through education, experience or on the job training
iii. Communication skills.
iv. Interpersonal skills
v. Organizational skills.
vi. Ability to work under pressure.
vii. Team work skills.