HR Intern

British American Tobacco (BAT)

HR Intern

• Job Type Contract
• Qualification BA/BSc/HND
• Experience
• Location Nairobi
• Job Field Human Resources / HR , Internships

ROLE SUMMARY

What are the key objectives and expectations from this role?

The HR Intern will support the Human Resources team, in various administrative and operational tasks. This role offers an opportunity for hands-on learning and exposure to HR functions, including employee relations, talent acquisition, record management and HR operations.

ACCOUNTABILITIES

Employee Relations:

• Respond to basic employee inquiries and escalate complex issues to HRBP as needed.
• Contribute to initiatives aimed at promoting employee engagement and morale.

Administrative Support:

• Assist in maintaining employee records and databases.
• Coordinate logistics for HR-related meetings, training sessions, and events.
• Support with employee JML process

Recruitment and Onboarding:

• Support the recruitment process by posting job openings, and scheduling interviews.
• Assist in conducting induction sessions for new hires and facilitating their onboarding process.

HR Operations:

• Assist in benefits administration tasks, such as enrolment and updates.
• Support payroll processing activities and ensure accuracy of data.
• Help maintain compliance with HR policies, procedures, and regulations.

Performance Management:

• Aid in the performance appraisal process by gathering and organizing performance-related data.
• Assist in tracking performance metrics and preparing reports for management review.
• Support the implementation of performance improvement plans as directed.

Records Organisation & File Management

• Sort, review, and organise employee records across physical storage.
• Ensure proper labelling, categorisation, and filing in line with records management standards.
• Standardise file structures for consistency and ease of access.
• Support archival processes including boxing, indexing, and storage tracking.

Digitisation & Data Capture

• Scan and digitise employee records to improve accessibility and reduce reliance on physical files.
• Maintain accurate digital records and ensure proper file naming conventions.
• Support uploading and structuring documents within HR systems.
• Assist in tracking digitisation progress and completeness.

Indexing & Records Tracking

• Develop and maintain a centralised file index or directory system.
• Update tracking logs to ensure document traceability (target ~100% visibility).
• Support creation of tracking tools for file movement and retrieval.

Records Retrieval & Audit Support

• Support timely retrieval of employee records for HR, legal, and audit requests.
• Reduce turnaround time for document retrieval from days to under 2 business days through improved systems.
• Assist in preparing documentation for audits and compliance checks.

Process Improvement & Compliance

• Identify inefficiencies in current records management practices and recommend improvements.
• Ensure adherence to BAT records retention and data protection policies.
• Support implementation of standard operating procedures (SOPs) for records management.

EXPERIENCE, SKILLS, KNOWLEDGE

ESSENTIAL

General skills required

• Strong attention to detail and high level of accuracy
• Good organisational and time management skills
• Ability to handle confidential information with integrity
• Strong communication and teamwork skills
• Basic problem-solving and process improvement mindset
• Effective interpersonal skills to collaborate with diverse teams.
• Flexibility to adapt to changes in technology and organizational needs.
• Ability to handle multiple tasks and priorities.
• Proactive attitude with a willingness to learn and take on new challenges

Functional skills required

• Proficiency in Microsoft Excel and document management
• Basic understanding of data entry and file management systems
• Ability to manage large volumes of information efficiently
• Familiarity with scanning/digitisation tools (advantageous)
• Strong organizational skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Education / Qualifications / Experience Required

• Bachelor’s degree in Human Resources, Business Administration, Records Management, or related field
• Skills in Microsoft Office suite (Word, Excel, PowerPoint).
• Prior internship or exposure in HR/administration is an added advantage
• Interest in HR operations, compliance, or data management

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