This role will provide hands-on, end-to-end HR support across the full employee life cycle within a multi-site environment. It will be a key operational partner to line managers and staff to ensure efficient, people-centred HR services. The position will based in Mombasa and therefore requires flexibility to travel to implementation locations as needed.
Key Responsibilities
Talent Acquisition and Onboarding
- Coordinate end-to-end recruitment processes and coordinate background checks and pre-employment requirements in compliance with the institution’s policy.
- Liaise with ICT, Finance, and relevant departments to ensure new hire set-up is completed on time.
- Coordinate comprehensive onboarding programmes; ensure all new hires complete mandatory orientation within the first 30 days.
HR Information Systems & Reporting
- Maintain accurate and up-to-date employee records in the HRIS and physical personnel files.
- Generate monthly HR dashboards and produce ad-hoc HR data and reports for donor reporting, management meeting presentations, and as may be requested.
- Coordinate with the Global HRIS Manager to ensure optimal functioning of the HRIS and timely resolution of queries.
- Respond to and guide staff on any HRIS queries or support requests.
HR Administration and Operations
- Preparation and issuance of HR documentation, including employment contracts, confirmation letters, and contract renewals as per budget availability.
- Monitor employee end-of-probation period and proactively follow up with the relevant managers to ensure conformity with the stipulated policy.
- Ensure staff grant codes are updated regularly to reflect an accurate position on staff timesheets.
- Coordinate the exit process and ensure finalization of all exit procedures.
- Oversee the immigration processes for international staff for the timely processing of their visas and permits.
- Coordinate staff training, staff communication, and employee engagement initiatives as may be requested.
- Coordinate the International Scholarship Programme (ISP) process from advertising, application, and enquiry to the interview stage and final reporting to the Central Scholarship Unit.
- Support internal and external HR audits; prepare requested documentation and respond to audit queries within agreed timelines.
Performance Management
- Support in administering annual and mid-year performance review cycle; coordinate timelines, communicate to staff, and ensure 100% participation.
- Support line managers in setting SMART objectives aligned to departmental and organisational goals.
- Track and report on probation reviews; ensure timely confirmation or extension communications are issued.
- Generate annual performance management reports to identify and address performance gaps and inform skills development and talent management.
Benefits & Payroll Support
- Consolidating monthly payroll inputs for payroll processing within agreed timelines.
- Administer staff benefits, including enrolment, renewals, claims support, and annual scheme reviews.
- Assist in the data compilation of annual salary surveys and benchmarking exercises.
- Respond to staff queries on payslips, tax, NSSF, and NHIF/SHA with accuracy and confidentiality.
- Support in the consolidation of staff costs during the annual budgeting process.
Staff Engagement and Welfare
- Coordinate staff engagement activities such as team retreats/team building and recognition programmes.
- Escalate any staff concerns and grievances proactively to preserve relationships and enhance communication to cultivate a collaborative work culture.
- Proactively monitor leave balances and support a healthy leave culture; flag burnout risks to the HR Manager.
- Lead wellness and wellbeing initiatives with wellness champions through an annual wellness calendar and employee assistant programs for psychosocial support.
- Organize annual health and safety training, workplace audit, and assessment.
Requirements
- Bachelor’s degree in human resources management, social sciences, or business-related field. A master’s degree is an added advantage.
- Higher Diploma in Human Resources Management from a recognized Institution.
- At least 5 years of progressive HR experience in a busy organisation. Experience in a development organisation will be an advantage.
- Experience working with HRIS platforms.
Core Competencies
- Excellent oral and written communication skills with a good command of the English language (fluency in Kiswahili is desirable).
- Have a thorough understanding of the Kenyan Labour Laws.
- Integrity and Confidentiality: Ability to handle sensitive HR information with the utmost discretion.
- People Focus: genuinely cares about staff welfare, is approachable and empathetic.
- Strong organizational skills to manage multiple priorities in a time-sensitive manner.
- Strong interpersonal skills and ability to build and sustain relationships with key constituents.
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