Human Resources and Administrative Officer

Key Responsibilities

• HR Advice & Policy Support: Act as the first point of contact for routine HR queries from staff and managers, providing guidance on HR policies and procedures and escalating complex, sensitive, or high-risk matters as appropriate.
• Employee Documentation: Prepare and coordinate routine HR correspondence and employee documentation, including contract-related letters, employee records, and HR communications, ensuring appropriate review and approval before issue.
• Lifecycle Administration: Support contract administration and employee lifecycle processes, including confirmations, probation or review points, contract changes, acting-up arrangements, separations, exit checklists, and handover documentation in collaboration with managers and the Global HR Team.
• Payroll Support: Coordinate monthly payroll inputs by collecting, checking, and submitting accurate payroll data within agreed deadlines, including employee changes, allowances, deductions, leave or absence information, and relevant supporting documentation.
• Performance Management: Support the implementation of GAIN performance management processes, including mid-year and annual review cycles, completion tracking, reminders, and guidance to managers and staff.
• Facilities & Health & Safety: Support health and safety standards, fire safety drills, first aid arrangements, and related office compliance requirements.
• Procurement & Administration: Support procurement and vendor management processes for administrative goods and services, ensuring documentation, approvals, and value-for-money considerations are in place. Review delivery notes, invoices, and supporting documents before submission to Finance for payment processing.
• Logistics & Event Management: Coordinate logistical arrangements for meetings, workshops, training sessions, and other organisational events. Support visa, airport transfer, and related travel arrangements for international staff and visitors as required.

Requirements & Competencies

• Education: BA/BSc/HND in Human Resource Management, Business Administration, or related discipline.
• Professional Membership: Must be a registered member of the Institute of Human Resource Management (IHRM).
• Experience: Solid understanding of HR administration, employee lifecycle management, recruitment coordination, payroll administration, and benefits support. Experience providing HR and administrative support within an international organization or matrix environment is highly desirable.
• Technical Proficiency: Proficient in HRIS platforms, Microsoft Excel, and standard office applications, with experience supporting office administration, facilities, and operational processes.
• Soft Skills: Strong organisational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. Strong interpersonal and communication skills with the ability to build effective working relationships while handling sensitive employee information with confidentiality and professionalism.

Remuneration Package

The starting gross salary on offer for this role is KES 2,468,076 – KES 2,816,616 gross per annum, depending on experience.