People & Culture Intern (Knowledge Management) [Nairobi]

About CIVIC
Center for Civilians in Conflict (CIVIC) Center is an international nonprofit and nongovernmental organization with offices around the world working to improve protection for civilians in conflict zones. Our mission is to support communities affected by conflict in their quest for protection and strengthen the resolve and capacity of armed actors and relevant institutions to prevent and respond to civilian harm. We are advocates who believe that no civilian caught in conflict should be ignored, and advisors who provide practical solutions to preventing and responding to civilian harm. Learn more at civiliansinconflict.org.
About the Position
The People & Culture Intern will provide administrative and operational support to the People & Culture team, with a focus on HR records management, BambooHR administration, employee documentation, time-off management, performance management, reporting, and HR coordination. The internship will provide an opportunity to gain practical experience in HR systems and operations while supporting the team in maintaining accurate employee information, improving HR processes, and delivering effective People & Culture services.
Key Responsibilities
HR Records Management & BambooHR
Support the development and implementation of a standardized nomenclature system for employee documentation.
Review and update staff profiles in coordination with Country Operations Managers (COMs) and relevant teams.
Identify mandatory employee information fields and ensure staff records are complete and accurately maintained.
Review BambooHR settings and support the upload of necessary or outdated data, including fields, permissions, onboarding/offboarding settings, and training modules.
Create and maintain employee profiles for consultants, interns, and other non-staff personnel in coordination with Operations and COMs.
Ensure all required employee documentation is uploaded and signed, including contracts, NDAs, policies, and handbooks, in line with auditing requirements.
Draft SOPs and user guidance documents for HR administrators on document management and navigation within BambooHR.
HR Information & Document Management
Review and reorganize SharePoint/OneDrive folders and files to improve accessibility and navigation for staff.
Support the creation of a centralized People & Culture management hub containing templates, policies, guidance documents, and HR resources.
Update internal documents and relevant platforms with accurate SharePoint links.
Assist in reviewing and updating job descriptions in coordination with relevant stakeholders.
Time-Off Management
Support the review and alignment of time-off policies with country-specific benefits manuals.
Assist in updating employee time-off settings and profiles within BambooHR.
Performance Management
Support the redesign and formatting of performance management materials and presentations in English, French, and Arabic.
Assist in setting up automated reminders for goal setting and performance reviews within BambooHR.
Extract and organize performance-related reports and data to support tracking and analysis.
Support staff training sessions and internal communications related to performance management processes.
Reporting
Set up automated reports for key deliverables to support regular progress tracking and reporting.
Additional Support
Provide general administrative and coordination support to the People & Culture team as needed.
Participate in HR projects and continuous improvement initiatives.
Key Qualifications
Education:
Currently pursuing or recently completed a Bachelor’s degree in Human Resources Management, Business Administration, Organizational Development, or a related field.
Experience:
Previous internship, volunteer, academic, or practical experience in Human Resources or administration is an asset.
Exposure to HR information systems, employee records management, or document management is an asset.
Experience using Microsoft Office, Google Workspace, or similar digital tools.
Skills:
Strong attention to detail and accuracy.
Good organizational and time-management skills.
Basic understanding of HR processes and employee lifecycle management.
Ability to handle confidential information with discretion.
Good written and verbal communication skills.
Ability and willingness to learn new HR systems and tools, including BambooHR.
Basic data management and reporting skills.
Ability to work collaboratively and support multiple tasks.
Proactive approach and willingness to take initiative.
Interest in HR systems, people operations, and continuous improvement.
Language:
Fluency in English required; knowledge of another language is an asset.
Work Environment:
Ability to work effectively in a multicultural and geographically distributed team.
Comfortable working with colleagues across different countries and time zones.
Willingness to learn and contribute to a collaborative People & Culture team.

Employment type
Intern

Work arrangement
No