JOB SUMMARY

The Human Resource & Administration Officer is responsible for ensuring effective implementation of human resource policies, systems, and practices at the field level, while providing structured administrative and limited logistics support. The role places primary emphasis on human resource management functions, including recruitment, staff welfare, performance management, and compliance with Kenyan labour laws, while ensuring that office operations and support services enable a safe, dignified, and productive working environment.

DUTIES AND RESPONSIBILITIES

• Human Resource Management (Primary Focus: 80%)
• Assist and coordinate recruitment processes for national and incentive staff, including requisitions, advertising, shortlisting, interviews, reference checks, and onboarding.
• Prepare and manage onboarding and induction processes for newly hired staff.
• Maintain accurate and up-to-date staff personnel files in compliance with organizational, donor, and legal requirements.
• Prepare, renew, amend, and manage staff contracts and oversee exit and separation processes.
• Monitor probation periods and ensure timely probation reviews and confirmations.
• Track and report staff movements and monthly HR data for payroll processing.
• Administer staff leave, attendance, and absences in line with HR policies.
• Coordinate performance management processes, including appraisals and follow-up actions.
• Support staff training, team building, learning, and capacity development initiatives.
• Provide first-line support on staff welfare, coaching, mentorship, and HR queries.
• Facilitate disciplinary and grievance procedures in line with organizational policies and Kenyan labour law.
• Coordinate administration of staff benefits, including medical cover and insurance schemes.
• Ensure compliance with HR policies, safeguarding standards, code of conduct, and occupational health and safety requirements.
• Prepare HR reports for management and donors as required.
• Maintain and update all staff files and general records in an organized manner for easy information and record retrieval
• Administration & Logistics oversight (Support Role: 20%)
• Provide oversight of administrative and logistics functions to support smooth office operations.
• Coordinate staff travel arrangements, including accommodation and flight bookings for leave and Rest & Recuperation (R&R).
• Manage reception of visitors and facilitate access permits where applicable.
• Ensure offices and staff quarters are maintained in a safe, secure, and habitable condition in collaboration with the admin and logistic personnel.
• Assist in organizing staff meetings and other office events as required.
• Ensure organizational assets are adequately tracked, monitor usage, and oversee repairs and maintenance to ensure longevity and accountability.
• Any other HR, Administration, and Logistics duties as assigned.

QUALIFICATIONS & EXPERIENCE

• Bachelor’s Degree in Human Resource Management, Business Administration, or a related field.
• Minimum of 4–5 years relevant work experience, preferably in a humanitarian or NGO setting in a role that combines both HR Admin & Logistics work.
• Member of the Institute of Human Resource Management (IHRM)
• Certified Human Resource Professional of Kenya (CHRP-K)
• Strong working knowledge of Kenyan labour laws and HR best practices.