Job Summary

• Our client is a diversified group of companies operating across different industries and locations. They are seeking a hands-on Human Resource Officer to provide day-to-day HR support across the group, its companies and branches. The role will focus on accurate employee administration, contracts, onboarding and offboarding, leave and attendance, disciplinary documentation, PIP follow-up, staff records, HR queries and routine HR reporting. The successful candidate must be organised, responsive and comfortable following up with managers and employees across different operating environments.

Key Responsibilities
Employee Lifecycle Administration & Documentation

• Prepare, issue and track employment contracts, offer letters, confirmation letters, transfers, promotions, contract renewals and other employee correspondence.
• Coordinate employee onboarding, induction documentation, probation tracking, confirmation and offboarding requirements across the group companies.
• Ensure staff files are complete, properly organised and updated in both physical and electronic records, including all mandatory employee documentation.
• Maintain accurate employee information in HR systems, trackers and registers and follow up promptly on missing or expired documents.

Leave, Attendance  & Employee Records

• Administer leave applications and balances and ensure approvals and supporting records are properly captured.
• Monitor attendance, lateness, absenteeism and clocking records and follow up with employees,
  supervisors and branch teams on exceptions.
• Prepare accurate attendance and leave summaries for payroll and management reporting.
• Maintain up-to-date headcount, contract, leave, attendance, disciplinary, PIP and exit trackers.

Employee Relations, Discipline &Performance Improvement Plans(PIPs)

• Handle routine employee HR queries and provide clear guidance on company policies, procedures and employment documentation.
• Support disciplinary processes by coordinating investigations, notices, hearing documentation, minutes, warning letters, outcome letters and filing of complete case records.
• Maintain the disciplinary and grievance tracker and follow up on actions and deadlines to closure.
• Coordinate Performance Improvement Plan (PIP) documentation, employee acknowledgement, review dates, evidence gathering, and follow-up with line managers until each case is formally closed.
• Support probation and performance review processes and ensure signed records are filed promptly.

Branch HR Support, Compliance & Reporting

• Provide operational HR support to assigned companies and branches and act as the day-to-day link between Group HR and line management.
• Conduct routine checks of employee files, contracts, leave, attendance and HR documentation and escalate compliance gaps for correction.
• Follow up with branch and departmental managers on outstanding HR actions, documentation and employee matters.
• Prepare weekly and monthly HR reports on headcount, contracts, leave, attendance, employee relations, PIPs, exits and other assigned HR activities.
• Support recruitment administration where required, including interview coordination, reference checks, and pre-employment documentation.
• Maintain confidentiality and ensure employee information is handled securely at all times.

Qualifications & Experience

• Diploma or Bachelor’s degree in Human Resource Management, Business Administration, or a related field.
• At least 2–4 years of practical experience in an HR Officer, HR Generalist or similar operational HR role.
• Experience supporting a multi-branch, multi-site or multi-entity workforce will be an added advantage.
• Good Working knowledge of Kenyan employment law, disciplinary procedures, leave administration and employee documentation requirements.
• Strong record-management, reporting and follow-up skills, with good attention to detail.
• Proficiency in Microsoft Office, particularly Excel, and experience using an HRIS or employee database.
• Membership with the Institute of Human Resource Management (IHRM) will be an added advantage.

Key Competencies

• Strong organisation and ability to manage several HR actions and deadlines at the same time.
• Clear communication, professionalism and confidence in dealing with employees and line managers.
• Close attention to detail, confidentiality and accuracy in HR documentation.
• Strong follow-through and willingness to work across different group companies and operating
  environments.

• Prepare, issue and track employment contracts, offer letters, confirmation letters, transfers, promotions, contract renewals and other employee correspondence.
• Coordinate employee onboarding, induction documentation, probation tracking, confirmation and offboarding requirements across the group companies.
• Ensure staff files are complete, properly organised and updated in both physical and electronic records, including all mandatory employee documentation.
• Maintain accurate employee information in HR systems, trackers and registers and follow up promptly on missing or expired documents.
• Administer leave applications and balances and ensure approvals and supporting records are properly captured.
• Monitor attendance, lateness, absenteeism and clocking records and follow up with employees, supervisors and branch teams on exceptions.
• Prepare accurate attendance and leave summaries for payroll and management reporting.
• Maintain up-to-date headcount, contract, leave, attendance, disciplinary, PIP and exit trackers.
• Handle routine employee HR queries and provide clear guidance on company policies, procedures and employment documentation.
• Support disciplinary processes by coordinating investigations, notices, hearing documentation, minutes, warning letters, outcome letters and filing of complete case records.
• Maintain the disciplinary and grievance tracker and follow up on actions and deadlines to closure.
• Coordinate Performance Improvement Plan (PIP) documentation, employee acknowledgement, review dates, evidence gathering, and follow-up with line managers until each case is formally closed.
• Support probation and performance review processes and ensure signed records are filed promptly.
• Provide operational HR support to assigned companies and branches and act as the day-to-day link between Group HR and line management.
• Conduct routine checks of employee files, contracts, leave, attendance and HR documentation and escalate compliance gaps for correction.
• Follow up with branch and departmental managers on outstanding HR actions, documentation and employee matters.
• Prepare weekly and monthly HR reports on headcount, contracts, leave, attendance, employee relations, PIPs, exits and other assigned HR activities.
• Support recruitment administration where required, including interview coordination, reference checks, and pre-employment documentation.
• Maintain confidentiality and ensure employee information is handled securely at all times.

• Good working knowledge of Kenyan employment law, disciplinary procedures, leave administration and employee documentation requirements.
• Strong record-management, reporting and follow-up skills, with good attention to detail.
• Proficiency in Microsoft Office, particularly Excel, and experience using an HRIS or employee database.
• Strong organisation and ability to manage several HR actions and deadlines at the same time.
• Clear communication, professionalism and confidence in dealing with employees and line managers.
• Close attention to detail, confidentiality and accuracy in HR documentation.
• Strong follow-through and willingness to work across different group companies and operating environments.

• Diploma or Bachelor’s degree in Human Resource Management, Business Administration, or a related field.
• At least 2–4 years of practical experience in an HR Officer, HR Generalist or similar operational HR role.
• Experience supporting a multi-branch, multi-site or multi-entity workforce will be an added advantage.
• Membership with the Institute of Human Resource Management (IHRM) will be an added advantage.