Human Resources Assistant – Nairobi, Kenya – U.S. Embassy

Human Resources Assistant – Nairobi, Kenya – U.S. Embassy

Position Title: Human Resources Assistant
Company: U.S. Embassy Nairobi
Location: Nairobi, Kenya
Employment Type: Full-Time, Permanent
Reporting to: HR Manager
Application Deadline: November 7, 2024

Introduction

Join the U.S. Embassy in Nairobi, Kenya, as a Human Resources Assistant and be a part of a globally respected institution committed to promoting diplomacy and strengthening international partnerships. In this role, you will gain invaluable experience in human resources, perform meaningful work with a diverse team, and contribute to the Embassy’s mission to build strong relationships and foster cooperation. This full-time, onsite position provides opportunities for professional growth and skills development in a supportive, multicultural environment. You’ll work closely with both local and American personnel, handling various HR functions critical to smooth operations within the Embassy.

Key Responsibilities

As a Human Resources Assistant, you will manage or assist with diverse HR functions. Core responsibilities include:

1. American Services (90% of Time)
   • Cables: Prepare and review Travel Message (TM) cables, such as TM3s, TM5s, and TM8s, for supervisor approval. Enter TM data into the Overseas Personnel System (OPS).
   • Allowances/Payroll: Respond to inquiries on general allowances and entitlements, including educational travel and post allowances. Draft necessary diplomatic notes and cables to the Financial Service Center (FSC) regarding employee allowances.
   • American Personnel Services: Support the administration of local employment programs and the Overseas Seasonal Hire Program. Assist with Foreign Service Officer Test (FSOT) logistics and ensure coordination for special HR projects.
   • Reporting and Analysis: Develop ad hoc reports, manage annual Cost Sharing Data Certification, and provide statistics for internal use.
2. Administrative Support (10% of Time)
   • Extract data from various sources for generating HR reports and statistics.
   • Draft official HR correspondence, including cables, memos, and management notices.
   • Maintain HR records per retention guidelines, organize files, and support additional HR projects as required.

Qualifications and Skills

Requirements

• Education: Completion of high school and at least two years of general college studies are required.
• Experience: Minimum of two years of experience in human resources or a related administrative field.
• Language Proficiency: Fluent in English and Kiswahili (both spoken and written).
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook). Strong organizational skills, attention to detail, and ability to manage multiple priorities under pressure.

Preferred Skills

• Interpersonal Abilities: Excellent customer service and communication skills to handle in-person and phone interactions.
• Knowledge of HR Practices: Familiarity with HR principles, benefits administration, payroll processing, and personnel management.

Company Culture and Values

At the U.S. Embassy in Nairobi, we believe in creating a diverse, equitable, and inclusive workplace. Our mission is to serve as a bridge between the United States and Kenya, promoting mutual understanding and shared values. We value integrity, professionalism, and teamwork and are committed to providing equal employment opportunities to all applicants regardless of race, religion, age, disability, or sexual orientation.

How to Apply

If you’re excited about contributing to the U.S. Embassy’s mission, please apply by November 7, 2024. Click the “Apply to This Vacancy” button at the top of the job listing page. When applying, be sure to:

1. Complete the application form.
2. Attach all relevant documents, including your high school certificate, two years of college transcripts, resume/CV, residency or work permit (if applicable).
3. Review and address all qualifications and requirements, including language skills and job-related expertise.

Expert Tips to Be a Successful Applicant for the Human Resources Assistant Position

As a recruitment expert with 30+ years in HR, here are my top 10 tips to help you stand out:

1. Highlight Your HR Experience
   Use your resume and cover letter to showcase relevant HR or administrative experience. Be specific about tasks you performed, such as payroll, benefits processing, or employee relations, and use metrics to quantify your impact when possible.
2. Optimize for ATS Systems
   Many applicants are filtered by ATS (Applicant Tracking Systems). Ensure your resume contains keywords such as “Human Resources,” “employee services,” “recruitment support,” “payroll processing,” and “diplomatic support” to help your application pass initial screenings.
3. Demonstrate Language Proficiency
   Since this position requires English and Kiswahili, mention specific contexts where you used these languages, like handling bilingual customer interactions or translating HR documents.
4. Showcase Technical Skills
   List your proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and any experience with HRIS or data management tools. For example, “Created Excel spreadsheets to track HR data, improving response time by 25%” demonstrates practical application.
5. Explain Your Interpersonal Skills
   Highlight your ability to handle sensitive issues with diplomacy, especially if you’ve had roles requiring confidentiality and strong interpersonal communication. Example: “Provided HR support to 50+ employees, resolving issues with confidentiality and cultural sensitivity.”
6. Research the U.S. Embassy’s Mission
   Show your knowledge of the Embassy’s values. Mention any cross-cultural experience or interest in diplomacy that aligns with promoting international relationships and mutual understanding.
7. Provide Detailed Answers on Applications
   The Embassy may request a pre-employment test. Prepare for this by familiarizing yourself with general HR knowledge, Kenyan employment law basics, and U.S. government protocols for international posts.
8. Include Action-Oriented Examples in Interviews
   If interviewed, use the STAR method (Situation, Task, Action, Result) to explain how you solved problems in past HR roles. For example, “Managed a 5-person team to organize employee onboarding, resulting in a 30% reduction in time-to-productivity.”
9. Express a Willingness to Learn
   Emphasize your adaptability and willingness to take on new challenges, especially in a governmental environment. Express openness to learning specific U.S. Embassy policies and diplomatic protocols.
10. Highlight Organizational Skills
    This role requires managing various administrative tasks. Discuss any experience you have in project management, organizing events, or implementing filing systems to illustrate your efficiency and attention to detail.

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Equal Employment Opportunity Statement

The U.S. Embassy in Nairobi is an equal opportunity employer. We are dedicated to providing fair treatment and fostering a workplace where everyone can thrive, regardless of race, religion, gender, or nationality. We are committed to attracting diverse talent and providing equal opportunities for all applicants. Only shortlisted candidates will be contacted.