HR Officer / Administrator

Key Responsibilities

Employee Lifecycle & HR Operations

• Serve as first-line HR support: receive enquiries, guide staff on HR processes, and route sensitive matters appropriately.
• Support recruitment and selection: vacancy documentation, interview scheduling, candidate communication, reference checks, and filing.
• Coordinate onboarding and workspace readiness; communicate the HR team's induction plan and ensure it is adhered to.
• Track attendance, leave requests, balances, and absenteeism trends.
• Coordinate offboarding and clearance: exit documentation, exit interviews, benefits closure, final payroll inputs, and records archiving.

Payroll & Statutory Compliance

• Own payroll processing for the group — no other team processes payroll — including inputs for starters, exits, leave without pay, allowances, deductions, benefits changes, and overtime.
• Process statutory payments (PAYE, NSSF, SHIF/NHIF) accurately and on time.
• Handle statutory registration when new companies or projects are onboarded.
• Maintain HR compliance files, audit evidence, statutory records, and renewal reminders for internal and external audits.

Employee Records, Systems & Reporting

• Maintain complete employee files — NDAs, contracts, job descriptions, ID documents, policy acknowledgements, and personnel changes.
• Update HR systems accurately, protect confidential information, run data quality checks, and correct data gaps.
• Compile monthly HR reports and dashboards covering headcount, leave, attendance, recruitment, onboarding, performance, compliance, and exits.

Performance & Development

• Coordinate performance-review schedules, reminders, forms, and documentation, including performance improvement plans (PIPs) and Personal Development Plans (PDPs).
• Monitor PDP progress and completion across staff.
• Administer learning and development: training calendars, nominations, attendance, evaluations, certificates, and records.

Employee Relations, Policy & Culture

• Provide employee-relations case support: document grievances, disciplinary matters, investigations, outcomes, and follow-ups while maintaining confidentiality.
• Communicate and implement policies, support training, track compliance, and flag non-compliance.
• Support wellness, engagement, and culture activities, surveys, and recognition.

Benefits, Vendors & Budget

• Maintain benefits records and provide HR oversight on insurance, ensuring continued employee follow-up.
• Administer HR vendors and contracts: records, service delivery, invoices, and renewals.
• Track HR budget items, training, recruitment, and welfare costs for approvals and reporting.

Requirements

Qualifications & Experience

• Bachelor's degree in Human Resource Management or a closely related HR discipline.
• IHRM membership (or eligibility).
• Minimum 3–4 years of progressive HR operations / administration experience, preferably in a multi-entity or multi-brand organization.
• Hands-on ownership of payroll processing, including statutory remittances (PAYE, NSSF, SHIF/NHIF) and registration of newly onboarded entities or projects.
• Experience with HRIS / payroll platforms (Microsoft Dynamics D365 or equivalent).
• Working knowledge of Kenyan labour law and statutory compliance.
• Strong MS Excel / Google Sheets and records / tracker management.
• Finance or accounting exposure is an added advantage, given sole ownership of payroll and statutory remittances.
• High ethical standards with unquestionable integrity and confidentiality.

Key Competencies

• Operational reliability and follow-through
• Attention to detail and accuracy
• Integrity, discretion, and confidentiality
• Payroll and statutory-compliance acumen
• Process orientation and continuous improvement
• Service mindset and employee empathy
• Organization and time management
• Data handling and reporting (strong Excel)
• Collaboration and stakeholder management
• Adaptability in a changing environment