About the Role
As a senior individual contributor within the Talent team, you will exercise sound judgement, independently manage routine and moderately complex Talent matters, proactively identify and mitigate risks, and drive continuous improvement across Talent systems and processes. You will also contribute to regional Talent initiatives, support the development of more junior Talent teammates, and champion a culture of excellence, accountability, and continuous growth across Nova Pioneer.
Key Responsibilities
Recruitment & Talent Acquisition
- Partner with hiring managers to understand staffing requirements, clarify role profiles and develop appropriate recruitment approaches.
- Support managers in creating and independently running strategic recruitment plans from the wider East African ecosystem.
- Manage recruitment processes for assigned roles from vacancy approval through to appointment and onboarding.
- Support hiring managers in developing recruitment timelines, sourcing strategies, interview processes and candidate assessments.
- Screen applications and conduct interviews for junior and mid-level roles in partnership with hiring managers.
- Support in the creation of recruitment and hiring tools as needed: job description, phone screen questions, performance tasks, final interview tools and reference checks.
- Coordinate candidate assessments, interview feedback and hiring decisions, providing appropriate guidance and insights throughout the process.
- Maintain regular communication with hiring managers and other stakeholders to ensure recruitment processes remain on track and emerging risks or delays are addressed.
- Ensure recruitment processes comply with approved staffing structures, budgets, internal hiring policies and applicable employment requirements.
- Ensure candidates receive timely, professional and thoughtful communication throughout the recruitment process.
- Monitor candidate and hiring-manager feedback and identify opportunities to strengthen the recruitment process and Nova Pioneer employer brand.
- Maintain accurate recruitment records, candidate information and recruitment data within relevant Talent systems.
- Support the preparation and administration of offers of employment and ensure that all required approvals and pre-employment checks are completed.
- Partner with relevant stakeholders to ensure a smooth transition from recruitment into onboarding.
Payroll and Benefits Administration
- Coordinate and manage the monthly payroll process in partnership with the Talent Lead, Finance team and external payroll providers.
- Maintain and communicate the annual payroll calendar, ensuring that payroll activities, approvals and statutory deadlines are completed timeously.
- Collect, review and process approved payroll inputs, including new appointments, employee exits, salary changes, allowances, benefits, deductions, leave-related adjustments and other employee changes.
- Verify payroll information against approved contracts, letters, trackers and supporting documentation to ensure completeness and accuracy.
- Maintain accurate employee and payroll information within the payroll system.
- Conduct payroll validation and reconciliation checks, investigating and resolving discrepancies before payroll approval.
- Prepare payroll reports, variance analyses, bank-payment information and other required payroll documentation for review and approval.
- Coordinate the review and approval of payroll in accordance with established payroll controls and approval processes.
- Work closely with Finance to support payroll reconciliations, payroll accounting, general-ledger reporting and the resolution of payroll-related queries.
- Support compliance with applicable payroll legislation, statutory deductions, reporting requirements and submission deadlines.
- Liaise with payroll-system providers, external consultants, statutory bodies and benefits providers to resolve payroll or system-related matters.
- Support internal and external payroll audits by maintaining accurate records and providing required documentation.
- Manage employee enrolments, amendments and exits relating to medical, pension and other employee benefits.
- Provide clear and accurate guidance to teammates and managers on payroll and benefits processes and resolve payroll-related queries professionally and confidentially.
- Identify payroll risks, control gaps and process inefficiencies and recommend practical improvements.
- Maintain comprehensive payroll process documentation, monthly checklists and audit records.
Government Relations and Statutory Compliance
- Serve as the primary Talent partner for assigned schools on government and statutory compliance matters, ensuring adherence to all applicable labour laws, employment regulations, and statutory requirements while maintaining positive working relationships with relevant government agencies.
- Coordinate and support interactions with government stakeholders, including labour officers, immigration authorities (where applicable), NSSF, SHA, KRA, and other statutory bodies, ensuring timely submission of required documentation and effective resolution of compliance matters.
- Partner with school leaders to ensure ongoing compliance with employment legislation, statutory reporting requirements, workplace regulations, and government policies, proactively identifying and mitigating compliance risks.
- Support government inspections, audits, and compliance reviews, ensuring accurate employment records, personnel documentation, statutory filings, and Talent processes are maintained in accordance with legal and organizational requirements.
- Monitor changes to employment legislation and statutory requirements, advising school leaders and the Regional Talent team on emerging compliance obligations while supporting the implementation of updated policies, procedures, and practices across assigned schools.
Talent Business Partnering
- Serve as the primary Talent Business Partner for assigned schools, building trusted relationships with School Leaders, Deputy School Leaders and managers while providing proactive guidance across the full teammate lifecycle.
- Partner with school leadership teams to proactively identify Talent priorities, risks and opportunities, ensuring Talent strategies support school improvement plans and organizational goals.
- Attend regular leadership meetings with assigned schools to provide Talent insights, advice and support on people-related matters.
- Use Talent data and trends to proactively identify emerging issues and recommend practical solutions that improve teammate experience, retention and performance. Act as the first point of contact for school leaders on Talent matters, ensuring responsive, practical and people-centered support.
Employee Relations
- Provide managers with practical guidance on the consistent application of employment policies, procedures and applicable labour legislation.
- Advise managers on routine employee relations matters, including attendance, conduct, performance concerns, grievances, workplace conflict and policy violations.
- Conduct fair and objective fact-finding processes and employee relations investigations, including interviews, evidence review and preparation of clear and factual reports.
- Support and facilitate disciplinary, grievance, probation, performance-management and mediation processes as required.
- Prepare and review employee relations documentation, including notices, warnings, outcome letters, meeting records and related correspondence.
- Ensure employee relations matters are managed fairly, consistently, confidentially and in accordance with organisational policy and legal requirements.
- Maintain accurate and confidential employee relations records and case trackers.
- Monitor agreed actions and ensure appropriate follow-through and closure of employee relations matters.
- Identify matters involving significant legal, employee, operational or reputational risk and escalate these promptly to the Talent Lead.
- Support managers to strengthen their capability and confidence in managing employee matters fairly and consistently.
- Liaise with legal advisors or other external partners where required and under the guidance of the Talent Lead.
HR Administration, Operations and Systems
- Oversee assigned employee lifecycle processes from onboarding through to offboarding, ensuring a consistent and positive teammate experience.
- Prepare and review employment contracts, contract amendments, employee letters and other employment documentation.
- Ensure all employment documentation is accurate, appropriately approved and issued within required timelines.
- Maintain accurate and up-to-date employee information across HR, payroll and benefits systems.
- Monitor employee-data quality and regularly reconcile information across systems and trackers.
- Ensure employee files are complete, accurate, secure and maintained in accordance with organizational and legal record-keeping requirements.
- Manage escalated teammate and manager queries, providing accurate guidance and ensuring matters are followed through to resolution.
- Monitor employee movements, including appointments, transfers, promotions, contract changes, probation outcomes and exits.
- Prepare regular reports relating to headcount, employee movements, leave, contracts and other Talent metrics.
- Identify inefficiencies, risks or recurring issues within HR processes and recommend improvements.
- Develop, document and improve Talent standard operating procedures, workflows, templates, checklists and guidance materials.
- Support the implementation and effective use of Talent systems and technology.
- Train and support Talent Coordinators, Associates and other relevant teammates in HR systems, processes and administrative standards.
- Protect the organisation’s value by maintaining strict confidentiality and handling employee information with appropriate care and discretion.
Growth & Performance Management
- Serve as the primary Talent Business Partner for assigned schools, partnering closely with School Leaders, Deputy School Leaders, and managers to ensure the consistent, high-quality implementation of Nova Pioneer's Growth and Performance Management framework while building manager capability in driving teammate performance and development.
- Lead and support the end-to-end Growth Map process, coaching managers to develop meaningful, measurable, and development-focused Growth Maps, monitoring completion and quality throughout the year, and ensuring alignment with organizational priorities and individual growth.
- Partner with school leaders throughout the performance review cycle, supporting mid-year and end-of-year performance reviews, conducting quality assurance of performance evaluations, facilitating calibration processes, and ensuring fair, evidence-based, and consistent performance outcomes across assigned schools.
- Coach and support managers in addressing teammate performance concerns, including providing guidance on ongoing performance conversations, developing and monitoring Performance Improvement Plans (PIPs), ensuring appropriate documentation, and promoting fair, timely, and legally compliant performance management practices.
- Analyze performance management data and trends to identify organizational strengths, risks, and development opportunities, maintaining accurate performance records and providing insights and recommendations that strengthen leadership capability, teammate performance, and organizational effectiveness.
Legal, Policy and HR Compliance
- Maintain a strong working knowledge of applicable employment legislation, regulatory requirements, organizational policies and Talent procedures.
- Advise managers and teammates on the fair and consistent application of policies in routine employment matters.
- Monitor relevant compliance requirements and ensure required documentation, renewals, reports and actions are completed within agreed timelines.
- Maintain compliance calendars and trackers relating to employment documentation, professional registrations, work permits, statutory requirements and other Talent obligations.
- Conduct regular reviews and spot checks to assess the completeness and quality of employee documentation and records.
- Coordinate corrective actions arising from compliance reviews or minor audit findings and monitor these through to completion.
- Support the preparation of documentation and evidence for internal and external audits, inspections and statutory reporting.
- Support compliance with applicable privacy and data-protection requirements and ensure employee information is collected, accessed, retained and disposed of appropriately.
- Identify potential compliance gaps, policy risks or inconsistent practices and recommend appropriate corrective action.
- Support the development and improvement of Talent policies, standard operating procedures and compliance processes.
- Facilitate brief policy or compliance training and refresher sessions for managers and teammates where required.
Talent Analytics & Insights
- Analyze Talent data to identify trends relating to recruitment, retention, attendance, performance and teammate experience.
- Develop dashboards and reports that support leadership decision-making.
- Monitor Talent KPIs across assigned schools.
- Provide recommendations based on Talent insights.
- Present Talent findings to school and regional leaders.
Talent Reporting and Continuous Improvement
- Prepare accurate Talent reports and summaries relating to recruitment, payroll, headcount, employee movements, employee relations and compliance.
- Review Talent data to identify trends, inconsistencies, emerging risks and opportunities for improvement.
- Develop clear summaries and basic data visualizations to support Talent and organizational decision-making.
- Ensure Talent reports are accurate, complete and appropriately reviewed before submission.
- Monitor agreed Talent service standards, process timelines and completion of recurring activities.
- Use employee, manager and stakeholder feedback to identify opportunities to improve Talent processes and the teammate experience.
- Contribute to Talent projects and organizational initiatives as required.
- Promote collaboration and effective knowledge sharing across the Talent team.
- Demonstrate Nova Pioneer’s Culture Principles in all interactions and support a positive, inclusive and values-driven team environment.
Employee Experience & Engagement
- Partner with leaders to create positive teammate experiences throughout the employee lifecycle.
- Support onboarding, engagement, recognition and retention initiatives.
- Monitor teammate feedback and recommend improvements.
- Identify opportunities to strengthen belonging, wellbeing and culture.
- Champion Nova Pioneer Culture Principles across assigned schools.
Academic and Professional Qualifications
- A Bachelor’s Degree in Human Resources Management, Business Management, Industrial Psychology, Psychology, Sociology or another relevant field.
- A recognized Human Resources professional qualification or membership of a relevant professional body would be advantageous.
- Training or certification relating to payroll administration, employment law or employee relations would be advantageous.
