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Human Resources Assistant Job at Milvik Bima

Full Time

Milvik Bima



At BIMA (MILVIK) we believe in showing up every day with the intent of making a difference to the lives of over 25 million people in emerging markets. We’re an international organisation innovating the digital health space and we achieve this by working together with passion and commitment to our work. Our aim is to provide health coverage to 100 million under-served lives by 2026 and take advantage of the multi $ billion market in health-tech in emerging economies. We build products our customers love and need. Joining BIMA at this stage provides an opportunity for you to truly help us become a global fast-growing product, data and technology focussed company. Our people are our greatest asset and we are as diverse as our customers. With us you have opportunities to grow, develop and deliver real impact in a company.

Innovation, diversity and respect are at the heart of our culture.

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This newly-created role will support the Country HR Manager and a range of other departments to support the business as we grow and scale. For this reason, we are looking for an individual that can take on responsibility, work on their own initiative but is also proactive in asking for help when it is needed, and wants to contribute in an important range of areas as they develop their own skillset

• As a supporting function, the purpose of the Human Resources department is to work closely with the senior management team to put in place appropriate HR systems and support line managers in performing their people management responsibilities, to manage and develop their people and ensure strong employee engagement with BIMA. In supporting line managers, the HR department does not substitute for the line manager, and strives to redirect employees to their line manager where applicable and then develop managers to support their teams.
• The HR Assistant is responsible to assist the HR Manager in any HR tasks delegated to him/her
• The HR Assistant has no direct reports. The HR Assistant directly reports to the HR Manager.


1. Recruitment
• Assist HR Manager with recruitment tasks as per delegated to him/her

2. Contracts, on-boarding and exiting
• Prepare and deliver the HR session of the induction training for new TCs and Sales Associates
• Conduct all on-boarding tasks as per the new employee on-boarding check-list
• Conduct all exiting tasks as per the exit check-list
• Prepare contracts for sign off, as well as any other on-boarding documents as per on-boarding check-list
• Ensure employees understand their contract and answer questions about contract; organise one information session about contract and payroll with every new batch of Sales Associates.
• Keep contract tracker updated once a month, filtering list of contracts and probations ending in month+2, the 4th Monday of every month, for line managers to provide performance appraisal (as per template) and confirm contract renewal list 2 days before last working day of the month. Proceed with contract renewal in due course. Ensure that no employee is left without a live contract and Milvik follows labour law regarding contract renewal/non-renewal. For contracts not renewed, ensure that notice is given 1 month and 1 day before contract end date.

3. Administer employee records
• Work very closely with line managers to ensure that all contractual matters are adequately recorded (CV, contract, references, leave requests, attendance records, disciplinary documents, performance management documents – especially serious misrepresentations form – offer letters, probation letters, employee statements, and other employee records as per on-boarding checklist etc)
• Set up and manage a robust filing system (hard and soft copies) to ensure employee records are kept organised and personal data is protected
• Provide employee records to HR Manger upon request

4. HR Information System management (HRIS)
Together with the Country HR Manager must be able to maintain data within the Company HRIS (Workday) to all deadlines and with 100% accuracy. Wil be expected to learn how to use the HRIS and manage all joiners, leavers and employee changes to ensure all reporting is 100% accurate. Will be supported by the Global HR Team and should quickly become fully proficient in system use and management, and be able to support line managers in their HRIS.

5. Sales Associate attendance management

• Line managers are responsible for managing and reporting attendance (attendance tracker), HR conducts regular checks, provides training and on the job coaching to line managers in implementing Milvik attendance policy and share comments and observations in a weekly report to HR Manager.
• When an Associate has been absent, ensure that all procedures have been followed as per attendance policy, adequate and valid documents have been submitted by line manager and Associate has visited HR before resuming work.
• Perform quarterly attendance analyses to identify any trends or repetitive absenteeism patterns
• Review and submit all final attendance trackers and AL requests by the 1st working day of every month (payroll)
• Review AL taken on a quarterly basis to ensure all employees are taking their AL regularly throughout the year
• Internal communication ahead of public holidays

6. Payroll
• Ensure list of new employees with TA and name spelling as per MIP
• Review final department attendance trackers for the month at the end of each sales cycle to confirm attendance data as reported by line managers, against HR records (documents submitted to and filed by HR such as leave requests, and justifications for absence). Resolve any discrepancy between data reported by line managers and documentations submitted to HR.
• Ensure all employees get payslips every month
• Organise training to explain compulsory deductions

7. Disciplinary actions
• Support line managers to ensure all disciplinary matters are handled as per the Milvik disciplinary code and actions are taken and recorded
• File all warnings into employee folders and manage a warning tracker
• Particularly vigilant on serious misrepresentations, attendance, being on time.

8. Sales Associates wellbeing
• Discuss with line managers what initiatives Milvik can undertake to help agents’ wellbeing. Assist line managers in setting up initiatives.
• Make suggestions and recommendations on Associate’s well-being actions
• Arrange for external professionals to come to brief Associates on health (STDs, FP, reproductive health, nutrition, stress management); financial management; household responsibilities
• CC improvements check-list

9. Sales Associates committee
• Continue to take part in Associates committee and report any challenges or opportunities

10. Health and Safety
• Assist the HR manager with tasks delegated

11. BIMA values award and BIMA Got Talent

12. Fun committee
• Annual employee’s party
• Monthly fancy dress day
• Monthly employee birthdays
• Religious events

13. Any other duties that you may be assigned with HR Manager


High level KPIs
• HR tasks delivered according to deadlines and with 100% accuracy
• All employee files accurately updated and saved (hard and soft)
• Emails replied

Performance management
• Weekly 1-2-1 with line manager
• Mid-year and end of year performance appraisal


• Ensure to take AL regularly throughout the year (quarterly check), discuss and submit AL request to line manager in advance
• Prepare handover note to HR Manager before going on AL, and train team on tasks to be performed while absent


• Degree or Advanced Diploma in HR
Expertise and Experience
• 2 – 3 years of experience in HR
• Working knowledge of Excel
• Ability to communicate and build relationships with others effectively
• Should be very comfortable with systems, preferably has experience of Company HR system, if not must be willing to learn. Must have an eye for detail and accuracy
• Proven experience of taking responsibility and can work on own initiative

• Written and Spoken English
• Swahili

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