Job Purpose

The HR & Administration Assistant is responsible for maintaining employees’ records, coordinating recruitment processes, managing employee relations, and providing general administrative support to the broader organization. The position is also responsible for promoting a positive working environment and managing employee engagement.

Key Responsibilities

• Develop and implement organization HR policies and procedures and ensure compliance.
• Coordinate the organization end-to-end recruitment process which include job posting, candidate sourcing, screening resumes, coordinating and scheduling interviews.
• Prepare employee’s contract letters, promotions, transfers and terminations.
• Lead new hire onboarding to ensure smooth transition for new employees.
• Manage offboarding processes, including exit interviews and documentation.
• Maintain updated employee records and files with an easy retrieval process, ensuring accuracy and confidentiality.
• Coordinate employees training sessions, workshops, and development programs in line with identified training needs.
• Manage employee relations in line with organization policies and labour laws which include disciplinary process and grievance processes in line with the labour laws.
• Respond to employee inquiries on HR policies, benefits and procedures in a timely manner.
• Assist with payroll processing by collecting and verifying employee records for payroll input e.g. NSSF, PIN, and NHIF numbers.
• Utilize HR software and systems for data entry, accurate reporting and record keeping.
• Support and coordinate the organization performance review management.
• Prepare HR reports and documents as requested for decision making.
• Oversee the office administration team to ensure smooth operation of the office.
• Prepare drivers roster and monitor implementation of the same.
• Manage employee benefits e.g. health insurance and pension scheme.
• Manage the office lease to ensure it’s always up to date
• Keep an up-to-date record of employee’s annual leave, sick leave and compensatory time off
• Keep an updated fixed asset register (Liaise with finance).
• Keep track of all bank guarantees and ensure they are renewed in good time
• Ensure that all health and safety measures are implemented, communicated and monitored and that Office premises comply with legislative requirements.
• Ensure that full office security measures are always in place, including procedures for staff and visitors. Ensure that the Office premises comply with legislative requirements.
• Any other responsibility as delegated by the management

Minimum Knowledge, Qualifications and Experience required for this role

• A Higher National diploma in Human Resource Management
• At least minimum 3 years’ experience in a similar role in a busy HR environment
• Demonstrated supervisory skills.
• Proficiency in using office software and HR systems.
• Knowledge of HR policies, procedures, and employment laws
• Experience in office administration and HR support

Role Related Competencies (Behavioural Indicators):

• Strong interpersonal skills
• Excellent communication skills (Verbal & written)
• Excellent organizational and time management abilities
• Reliable and thrives working in a busy environment.
• Ability to work as part of a teaming a fast paced and pressured environment.
• Flexible and willing to adapt quickly to changing procedures.
• Attention to detail and ability to maintain confidentiality.
• Maintain a professional and presentable appearance.

Key Performance Indicators

• Employees satisfaction levels with HR services and support
• Adherence/compliance to organizational HR policies and labour laws and ensure zero litigations.
• Accurate and complete employee records with minimal audit errors
• Timely recruitment for any open or new positions
• Timely & accurate HR reports for management decisions

Key Relationships

• Employees
• Third party providers (Insurance, consultants etc)

• Develop and implement organization HR policies and procedures and ensure compliance.
• Coordinate the organization end-to-end recruitment process which include job posting, candidate sourcing, screening resumes, coordinating and scheduling interviews.
• Prepare employee’s contract letters, promotions, transfers and terminations.
• Lead new hire onboarding to ensure smooth transition for new employees.
• Manage offboarding processes, including exit interviews and documentation.
• Maintain updated employee records and files with an easy retrieval process, ensuring accuracy and confidentiality.
• Coordinate employees training sessions, workshops, and development programs in line with identified training needs.
• Manage employee relations in line with organization policies and labour laws which include disciplinary process and grievance processes in line with the labour laws.
• Respond to employee inquiries on HR policies, benefits and procedures in a timely manner.
• Assist with payroll processing by collecting and verifying employee records for payroll input e.g. NSSF, PIN, and NHIF numbers.
• Utilize HR software and systems for data entry, accurate reporting and record keeping.
• Support and coordinate the organization performance review management.
• Prepare HR reports and documents as requested for decision making.
• Oversee the office administration team to ensure smooth operation of the office.
• Prepare drivers roster and monitor implementation of the same.
• Manage employee benefits e.g. health insurance and pension scheme.
• Manage the office lease to ensure it’s always up to date
• Keep an up-to-date record of employee’s annual leave, sick leave and compensatory time off
• Keep an updated fixed asset register (Liaise with finance).
• Keep track of all bank guarantees and ensure they are renewed in good time
• Ensure that all health and safety measures are implemented, communicated and monitored and that Office premises comply with legislative requirements.
• Ensure that full office security measures are always in place, including procedures for staff and visitors. Ensure that the Office premises comply with legislative requirements.
• Any other responsibility as delegated by the management

• Strong interpersonal skills
• Excellent communication skills (Verbal & written)
• Excellent organizational and time management abilities
• Reliable and thrives working in a busy environment.
• Ability to work as part of a teaming a fast paced and pressured environment.
• Flexible and willing to adapt quickly to changing procedures.
• Attention to detail and ability to maintain confidentiality.
• Maintain a professional and presentable appearance.

• A Higher National diploma in Human Resource Management
• At least minimum 3 years’ experience in a similar role in a busy HR environment
• Demonstrated supervisory skills.
• Proficiency in using office software and HR systems.
• Knowledge of HR policies, procedures, and employment laws
• Experience in office administration and HR support