Job Title: HR Administrator

Department: Human Resources and Administration

Reports To: Senior Operations Manager

Duty Station: Nairobi, with regular travel to regional and project offices

Employment Type: Full-time, fixed-term contract subject to donor funding and performance

Deadline: 28th February 2026

Job Purpose

The Human Resources Administrator is responsible for the effective and compliant delivery of human resource functions within a donor-funded program environment. The role ensures that all HR practices comply with Kenyan labour laws, donor contractual requirements, and internal policies, while supporting program delivery through timely recruitment, staff management, performance systems, and employee welfare.

The position plays a critical role in maintaining a professional, ethical, and compliant workforce across multiple project locations.

Key Duties and Responsibilities

Recruitment and Onboarding

• Coordinate end-to-end recruitment processes in compliance with the Employment Act, 2007, donor requirements, and internal recruitment policies
• Prepare and issue employment contracts, renewal letters, and appointment letters in line with Kenyan labour law, donor funding conditions, and organizational guidelines
• Support due diligence processes including reference checks, background checks where required, and verification of academic and professional credentials
• Facilitate structured onboarding and induction processes, including orientation on donor compliance, safeguarding, code of conduct, and organizational policies
• Maintain accurate and auditable recruitment documentation and personnel files

HR Administration and Records Management

• Maintain accurate, complete, and confidential employee records including contracts, job descriptions, leave records, disciplinary documentation, and performance appraisals
• Ensure HR records comply with statutory requirements and donor audit standards
• Manage staff attendance, leave administration, probation tracking, contract renewals, and confirmations in line with the Employment Act
• Provide accurate HR data to the finance department to support payroll processing, statutory deductions, and benefits administration
• Support exit processes including clearance, exit interviews, and final documentation

Performance Management

• Support the implementation and administration of the organizational performance management system
• Coordinate performance planning, mid-year reviews, annual appraisals, and contract-linked evaluations for project staff
• Track performance review timelines to ensure compliance with organizational and donor expectations
• Support supervisors in implementing performance improvement plans and documenting outcomes

Employee Relations and Welfare

• Serve as a first point of contact for employee HR-related queries and concerns
• Support grievance handling and disciplinary processes in compliance with the Employment Act, internal policies, and principles of natural justice
• Promote positive employee relations and a respectful, inclusive, and safe work environment
• Support staff welfare initiatives including occupational health and safety compliance, staff wellbeing activities, and statutory benefits
• Support implementation of safeguarding, gender, and workplace harassment policies

Training and Capacity Development

• Support training needs assessments linked to program delivery and organizational capacity requirements
• Coordinate internal and external training activities, workshops, and professional development initiatives
• Maintain training records and monitor staff participation for donor reporting and audits
• Support learning and development initiatives aligned with donor-funded project objectives

HR Policies, Compliance, and Donor Requirements

• Support the development, review, dissemination, and implementation of HR policies and procedures
• Ensure compliance with Kenyan labour laws including employment contracts, working hours, leave entitlements, disciplinary procedures, and termination processes
• Support internal and external audits, donor compliance reviews, and labor inspections
• Monitor HR compliance risks and escalate issues to management in a timely manner
• Support compliance with donor requirements related to staffing, safeguarding, code of conduct, and reporting

Reporting and HR Analytics

• Prepare periodic HR reports including staffing status, recruitment updates, turnover, leave utilization, and performance management compliance
• Maintain HR data systems to support evidence-based decision making and donor reporting
• Provide HR inputs to organizational planning, budgeting, and grant proposals as required

Required Qualifications

Education

• Bachelor’s degree in Human Resource Management, Business Administration, Industrial Relations, or a related field from a recognized institution

Professional Certification

• Membership or eligibility for membership with the Institute of Human Resource Management (IHRM Kenya).

Required Experience

• Minimum of five years of relevant professional HR experience
• Demonstrated experience in recruitment, HR administration, and employee relations
• Proven experience working in donor-funded programs, NGOs, or multi-stakeholder environments is an added advantage
• Experience supporting audits and compliance reviews is desirable

Key Competencies and Skills

Technical Competencies

• Strong working knowledge of Kenyan labour laws and HR best practices
• Familiarity with donor-funded program compliance requirements
• Proficiency in HR information systems and Microsoft Office applications
• Strong documentation, reporting, and record-keeping skills

Behavioral Competencies

• High level of integrity, professionalism, and confidentiality
• Strong interpersonal, communication, and stakeholder engagement skills
• Ability to work independently, manage competing priorities, and meet deadlines
• Strong problem-solving, mediation, and conflict resolution skills
• Attention to detail and strong organizational skills

Working Relationships

• Internal: Senior management, project managers, supervisors, finance team, and all staff
• External: Recruitment agencies, training providers, statutory and regulatory bodies, auditors, and consultants

Performance Indicators

• Timely and compliant recruitment and onboarding of staff
• Accuracy, completeness, and audit-readiness of HR records
• Compliance with performance management and contract timelines
• Effective and lawful handling of employee relations matters
• Quality, accuracy, and timeliness of HR reports and donor submissions

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