HUMAN RESOURCES ASSISTANT (2 POSITIONS) at icipe

(Ref. No. NRS/682/012026)
HUMAN RESOURCES ASSISTANT TWO POSITIONS

Established in 1970 and headquartered in Nairobi, Kenya, the International Centre of Insect Physiology and Ecology (www.icipe.org) is distinct, being the only research organisation in Africa working primarily on insects and other arthropods. icipe is also the sole institution that combines research and development activities across plant health, human health, animal health, and environmental health. icipe generates world-class scientific knowledge and translates it into insectbased, nature-positive, One Health innovations that sustainably transform millions of livelihoods across Africa and beyond. Additionally, icipe nurtures Africa’s talent and leadership in insect science through the Centre’s long-standing programmes in doctoral and postdoctoral training, advancement of research and innovation in applied sciences, engineering, and technology, and the creation of a bioeconomy in Africa. The Centre has about 500 international and national staff, operations in more than 40 countries in Africa, and over 300 partnerships with diverse organisations across the world. For additional information, visit: (www.icipe.org).
Please also download icipe’s Vision and Strategy 2026–2030: https://www.icipe.org/content/icipevision-and-strategy-2026-2030 icipe seeks to recruit two Human Resources Assistants under the Human Resources Unit. The positions are tenable in Nairobi at the icipe Duduville campus. This is a two-year contract, renewable subject to continued position needs, funding for the position, and the staff member's performance. This is a nationally recruited position. A competitive compensation package will be offered to the right candidates. Only shortlisted candidates will be contacted.

Overall Purpose of the Job
Under the guidance of the supervisor, the Human Resources Assistant will support in the delivery and efficient operations of the Human Resource Unit by performing the administrative duties.
Support in Recruitment, Onboarding & Exit Management
• Screening/longlisting of candidates' applications.
• Preparing interview files and coordinating interview logistics.
• Taking interview minutes during recruitment interviews.
• Coordinating the onboarding process for new staff and ensuring they have the necessary resources for settling in.
• Organizing induction schedules and logistics (venue, materials, IT access- Initiating creation of staff email accounts and JIRA platform access and sharing credentials with staff upon completion).
• Preparing new staff profiles for internal announcements.
• Dispatching staff contracts.
• Initiating exits for departing staff in the ERP.
• Support in exit management & collate exit interview data.
• File discharge voucher & close personnel file to reflect employee departure.
• Reviewing employee clearance as received and updating it in the exit tracker matrix.
• Issue certificate of service and update the personnel file.
Support Contract & Employee Records Management
• Collecting, updating, and organizing employee files (digital and physical).
• Assist in preparing consultancy contracts and hosted organization contracts.
• Collating and submitting payroll input documents.
• Capturing and maintaining employee data in the HR system.
• Maintain accurate and confidential personnel records in the digital filing System and physical files.
• Assist during HR audits, reviews, and preparation of documentation for internal or external assessments.
Immigration, Protocol & Compliance
• Preparing work permit support letters for non-Kenyan staff at icipe and hosted institutions in liaison with the Protocol Officer.
• Updating staff details in the Ministry of Foreign Affairs (MoFA) portal.

HR Administrative Support
• Processing UN subscription for IRS staff and eligible staff within hosted institutions.
• Preparation of general HR correspondence letters.
• Preparation of vendor forms for suppliers (e.g. schools, HR service providers, and other HRrelated vendors).
• Preparation and Issuance of staff badges.
• Any other duties assigned.

Requirements/ qualifications
• Diploma in Human Resources Management or its equivalent.
• At least one year’s experience in a HR set up.
• Experience in Microsoft Office.
• Must be organized, accurate, thorough, and able to monitor work for quality.
• Must be able to prioritize and plan work activities and to use time efficiently.

Reporting
This position reports to the Senior Human Resources Officer.

How to apply
Applications will be accepted up to 9th March 2026. Interested applicants should submit: (a) a confidential cover letter; (b) a detailed CV with names and addresses of 3 referees (including e-mail addresses); and (c) a statement illustrating suitability against the listed qualifications/competencies/abilities, and skills.

Candidates are required to apply online through: http://recruit.icipe.org or by email: hrdirector@icipe.org (Kindly quote the Ref. No. and the position title on the email subject). (In your application, please include your current and expected basic salary per month. This is a mandatory requirement.) icipe is an equal opportunity employer. It fosters a multicultural work environment that values gender equity, teamwork, and respect for diversity.