Objectives of the position

The primary objective of the Human Resources and Administration Officer position is to effectively support the organization’s human resources and administrative functions, ensuring compliance with labor laws and any other laws and regulations while promoting a positive work environment. This role aims to enhance operational efficiency through strategic recruitment, employee relations, training and development, office operations management, communication facilitation, and financial administration, ultimately contributing to the organization’s mission of driving social change in Kenya.

Key Responsibilities:

Human Resources Support:

• Lead recruitment efforts by developing terms of reference, posting job openings, scheduling and conducting interviews, drafting employee letters, and coordinating communication with candidates.  
• Assist in onboarding new employees by preparing necessary documentation, conducting orientation sessions, and facilitating essential training programs.  
• Oversee leave management by monitoring employee leave balances and coordinating leave requests.  
• Manage employee timesheets to ensure compliance with relevant donor requirements.  
• Facilitate performance appraisal sessions in collaboration with immediate supervisors to promote employee development.  
• Overall management of employee relations, disciplinary process, and affairs in compliance with the organization’s policy

Office Operations:

• Oversee general office operations and ensure adherence to administrative policies and procedures.
• Manage office supplies, equipment, and facilities to ensure efficient functioning.
• Maintain records and databases, including filing systems, to ensure accurate and timely information retrieval.
• Serve as the primary contact person for service providers to ensure smooth coordination and service delivery.

Policy and Compliance:

• Assist in maintaining and updating organizational policies and procedures manuals.
• Maintain employee records and ensure compliance with relevant laws and regulations.

​​​​​​​Communication Management:

• Handle incoming and outgoing correspondence, including emails, letters, and phone calls, directing them to the appropriate individuals or departments.

​​​​​​​Meeting Coordination:

• Coordinate meetings, events, and appointments, including arranging logistics, preparing agendas, and taking minutes when required.
• Convene administrative meetings monthly to discuss updates and streamline operations.

​​​​​​​Financial Administration:

• Support financial administration tasks, such as processing invoices and monitoring budgets, etc.
• Facilitate administrative payments, including rent, security, license renewals, membership renewals, etc.
• Collaborate with the Finance department to ensure adherence to IFA’s financial policies and procedures.
• Timely submission of timesheets per donor requirements.

​​​​​​​Travel and Logistics Coordination:

• Coordinate employee travel arrangements, including booking flights, accommodation, and transportation.
• Prepare travel itineraries and ensure compliance with travel policies and procedures.
• Facilitate logistics for meetings, workshops, and conferences, including flight booking, venue booking, equipment setup, and catering arrangements.

​​​​​​​Training and Capacity Building

• Develop and facilitate a training calendar to ensure continuous staff development.
• Provide administrative, procurement, and logistical support for ongoing projects.

​​​​​​​Offer Legal Guidance  

• Offer legal guidance on employee management in accordance with the relevant laws in Kenya and provide legal support beyond employees to include IFA operations.

Education:

• Bachelor’s degree in  Human Resources or  Law (LL.B) from a recognized university.
• A Postgraduate Diploma in Human Resource Management or Employment Law. 
• Additional certifications in Labor Law or Employee relations.

Experience:

• 5 years of experience in employment law, labor relations, or human resources, ideally within a corporate or legal environment.
• Proven track record of providing legal advice related to employee management, compliance, and dispute resolution.
• Experience in conducting training or workshops on employee rights and labor regulations.