Nairobi Hospital is hiring a Human Resource Filing Clerk skilled in record keeping, document archiving, file management, and HR administrative support.
HUMAN
RESOURCE FILLING CLERK REF: TNH/HHR/ HR-FC /07/2026
The
overall purpose of this role is to provide essential administrative, records
management, and data management support to ensure that HR information is
accurate, accessible, secure, and reliable. The role supports the maintenance
of employee records, filing systems, HR data processes, and document management
practices that enable timely retrieval, compliance, and effective HR service
delivery.
Responsibilities
HR
Records Management & Filing
- Maintain accurate and up-to-date employee personnel files, both
physical and electronic.
- Ensure proper filing, indexing, storage, retrieval, and archiving of
HR documents.
- Update employee records relating to personal information, contracts,
job changes, performance documents, training records, and other HR
transactions.
- Ensure confidentiality and security of employee records in
compliance with HR policies and data protection requirements.
- Conduct regular file audits to ensure completeness, accuracy, and
compliance with documentation standards.
- Support the transition and maintenance of electronic employee
records and HR document management systems.
HR
Analytics & Data Support
- Support the Senior HR Officer – HR Analytics, Performance
Management, Learning & Culture in collecting, organizing, and
validating HR data.
- Maintain accurate HR databases and ensure timely updates of employee
information in the HR Information System (HRIS).
- Assist in preparation of HR reports, dashboards, and workforce
statistics including headcount, turnover, absenteeism, training
participation, and performance data.
- Conduct data checks and identify gaps or inconsistencies in HR
records for correction.
- Support the preparation of data required for audits, management
reports, and HR projects.
Performance
Management Administration
- Support administration of performance management processes,
including tracking submission of performance objectives, reviews, and
appraisal documentation.
- Maintain performance management records and generate status reports.
- Assist in coordinating communication and documentation for
performance review cycles.
- Support maintenance of performance improvement plan records and
related documentation.
Learning
& Development Administration
- Maintain employee training and development records.
- Update training databases and support preparation of training
reports.
- Assist in coordinating training logistics, attendance records,
evaluations, and documentation.
- Support tracking of mandatory training and professional development
requirements.
General
HR Administration & Support
- Provide administrative support for HR projects, employee engagement
initiatives, and culture programmes.
- Assist with HR surveys, employee feedback exercises, and data
collection activities.
- Support HR audits, inspections, and compliance reviews.
- Any other responsibility assigned to the job holder by the
supervisor from time to time;
Qualifications
- Degree in Human Resource Management, Business Administration,
Records Management, Information Management, or a related field.
- Training in HR Information Systems (HRIS), data management, or
Microsoft Excel is an added advantage
- Experience in maintaining databases, and supporting HR reporting
processes.
- Minimum 2 years’ experience in records management, filing, or office
administration.
- Experience working with electronic filing systems or HRIS platforms
is desirable.
Core Competencies
- Knowledge of best and current human resource practices and
approaches.
- Broad knowledge and experience in leading practices in organization
development, compensation, talent management and development and employee
relations
- Knowledge of the Kenyan Labour Laws.
- Good knowledge of core hospital management processes will be an
added advantage.
- Ability to integrate critical information from diverse areas.
- Problem-solving skills.
- Analytical and creative thinking skills.
- Strong persuasion and negotiation skills.
- Strong business acumen / commercial orientation.
- Relationship management skills (internal and external customers).
- Communication and interpersonal skills.
- Strong leadership and people management skills.
- Ability to effectively manage multiple stakeholders.
- Strong execution skills.
How to Apply
