The HR Data Management Assistant will be responsible for organizing and digitizing Human Resources (HR) files, ensuring that all recording is accurately maintained in both hard copy and digital formats. The role involves sorting, categorizing, and filing existing HR documents, creating digital copies of these records, and ensuring data accuracy and security.

Duties and Responsibilities

File Organization

• Sort and categorize existing HR files according to established filing systems

• Ensure accurate and consistent labeling of all files and folders

• Sort and categorize existing HR files, ensuring all documents are properly labeled and stored in accordance with the organization's filing system.

• Ensuring all employee files are complete, up-to-date, and stored securely and confidentially.

• Following the proper procedure and confidentiality while handling any employee or HR related files

• Adhere to the standardized filing system for efficient document retrieval

Data Digitization

• Accurately scan and convert hard copy HR documents into digital format, ensuring high-quality digital copies

• Implement quality control measures to ensure the accuracy and completeness of digital files

• Name and file digital documents in the appropriate folder within the organization’s digital filing system

• Following the proper procedure and confidentiality while handling any employee or HR related files, and ensuring that all employee files are complete, up to date

• Adhere to the standardized digital filing system for easy access and retrieval of electronic documents

• Assist in developing candidates' talent pool by converting applications into Excel data format

Document Tracking

• Maintain a detailed inventory of all HR files, both physical and digital format, ensuring completeness, accuracy, and consistency

• Maintain a system for document retrieval and distribution.

• Identify any missing or incomplete documents for both new and existing employees and report these to the HR team for further follow-up

• Reviewing and organizing all documents to ensure that they include all relevant correspondence

• Check all employee registration for the pension office records

• Ensure compliance with data privacy and security regulations

Administrative Support

• Assist the HR team with general administrative tasks as needed, such as photocopying, filing, and data entry

Job Requirements

Qualifications Requirements: 

• Degree in Statistics, Data Analytics, Applied Mathematics, Economics, Management Information Systems (MIS), Computer Science, Information Systems, IT, Human Resource Management, Business Administration, or 

• 1–2 years of relevant work experience in HR data management, HRIS, reporting, or analytics.

Preferred Skills:

• Strong focus on data interpretation, reporting, and predictive analysis.

• Proficiency in database management, HR software, and reporting tools.

• Knowledge of Econometrics or Business Analytics for advanced analytical and statistical modeling.

• Understanding of Finance or Accounting if the role involves payroll or compensation data management.

• Excellent analytical, reporting, and data visualization skills.

How To Apply

 Only qualified & interested candidates are encouraged to apply for this position: 
1.1.    For online applicants, please attaché and send: 
•    the completed Job applicant’s summary form, with your updated CV & credentials copy, stating the position (Executive Secretary to CEO) on the subject line; and mail to recruitment@motiengineering.com CC to “vacancy@motiengineering.com
o    Or 
1.2.    physically drop:
•    Your completed Job applicant’s summary form with updated CV & Copy of credentials at our Office Located: “Africa Avenue, Mega House/building, 3rd floor office No 309/ 307. For further Information, you can call /Contact on: - +251114702142/+251114701635/+251114702015