Job Title: Human Resource Coordinator

Industry: NGO

Location: Chogoria, Tharaka-Nithi County

Department: Administration

Reports To: Managing Director

Job Summary: Our client is a NGO that is focused on community development organization with a mission of promoting sustainable livelihoods and family health in Africa. They are looking to hire a Human Resource Coordinator will support and coordinate the day-to-day human resource functions to ensure efficient HR service delivery.

The role focuses on recruitment coordination, employee records management, benefits administration, staff capacity building support, and employee relations while ensuring compliance with Kenyan labor laws and the organization’s internal policies. The position works closely with program managers and does not make unilateral staffing decisions but facilitates HR processes professionally and objectively.

Key Responsibilities

Human Resources Coordination & Support

• Ensure compliance with statutory regulations and organizational policies; identify and flag non-compliance issues.
• Maintain and update HR manuals, policies, and procedures in line with best practices.
• Coordinate and maintain the HR Calendar and send timely reminders to relevant staff.
• Prepare HR documentation including contracts, confirmation letters, probation tracking, exit letters, and reports.
• Maintain and update staff records (physical and digital) ensuring confidentiality and accuracy.
• Track contract timelines and notify supervisors of upcoming expiries.
• Prepare HR reports including performance management summaries and monthly activity tracking.
• Coordinate staff entry and exit processes including clearance and documentation.
• Liaise with IT to ensure activation/deactivation of staff from systems.
• Maintain professional relations with internal staff and external stakeholders (government bodies, statutory agencies, insurance providers, consultants

Administration

• Coordinate staff enrollment in medical, insurance, pension, and other benefit schemes upon reporting.
• Ensure timely removal of exited staff from benefit providers.
• Follow up on medical/insurance claims and support staff in processing reimbursements
• Maintain accurate leave records in the leave management system.
• Prepare quarterly leave utilization and reconciliation reports.
• Notify Finance of payroll-related updates (new hires, exits, salary adjustments, unpaid leave, etc.).

Recruitment & on boarding Coordination

• Coordinate recruitment processes in collaboration with hiring managers, ensuring transparency and compliance.
• Prepare job advertisements, coordinate interviews, and maintain recruitment documentation.
• Maintain a recruitment tracking system.
• Facilitate reference checks and employment verification processes.
• Coordinate onboarding and induction of new staff.
• Ensure employment contracts align with Kenyan Labour Laws and internal policies.
• Support managers in performance appraisal and probation confirmation processes.

Staff Capacity Building & Development

• Collate staff training needs and maintain a training database.
• Coordinate internal and external training sessions.
• Track training participation and maintain related documentation.
• Support capacity building initiatives across departments.
• Sensitize staff on HR policies and procedures.

Employee Relations & Discipline

• Support employee relations initiatives that promote a positive working environment.
• Serve as a neutral contact person in handling workplace concerns.
• Assist in disciplinary processes in collaboration with relevant managers and senior leadership.
• Ensure proper documentation of conflict resolution and disciplinary procedures.

Any Other Duties

• Perform any other HR and administrative duties as assigned by the Managing Director/Board Liaison or any other authorized Hope Core official.

Qualifications & Experience

• Bachelor’s Degree in Human Resource Management, Bachelor of Commerce/Business Administration (HR option), or related field.
• Higher Diploma in Human Resource Management is an added advantage.
• Membership with a recognized professional HR body (e.g., IHRM – Kenya) is desirable
• Minimum of 3–5 years’ progressive experience in Human Resource management, preferably in an NGO setting.
• Demonstrated experience in recruitment coordination, benefits administration, and employee relations.
• Experience handling HRIS and payroll coordination is an added advantage.
• Knowledge of Kenyan Labour Laws and statutory requirements (NSSF, SHIF, PAYE, etc.).

Core Competencies

• High level of integrity and confidentiality.
• Strong organizational and coordination skills.
• Good interpersonal and conflict resolution skills.
• Ability to work collaboratively with multi-disciplinary teams.
• Attention to detail and ability to meet deadlines.
• Proficiency in Microsoft Office and HR information systems.

• Ensure compliance with statutory regulations and organizational policies; identify and flag non-compliance issues.
• Maintain and update HR manuals, policies, and procedures in line with best practices.
• Coordinate and maintain the HR Calendar and send timely reminders to relevant staff.
• Prepare HR documentation including contracts, confirmation letters, probation tracking, exit letters, and reports.
• Maintain and update staff records (physical and digital) ensuring confidentiality and accuracy.
• Track contract timelines and notify supervisors of upcoming expiries.
• Prepare HR reports including performance management summaries and monthly activity tracking.
• Coordinate staff entry and exit processes including clearance and documentation.
• Liaise with IT to ensure activation/deactivation of staff from systems.
• Maintain professional relations with internal staff and external stakeholders (government bodies, statutory agencies, insurance providers, consultants
• Coordinate staff enrollment in medical, insurance, pension, and other benefit schemes upon reporting.
• Ensure timely removal of exited staff from benefit providers.
• Follow up on medical/insurance claims and support staff in processing reimbursements
• Maintain accurate leave records in the leave management system.
• Prepare quarterly leave utilization and reconciliation reports.
• Notify Finance of payroll-related updates (new hires, exits, salary adjustments, unpaid leave, etc.).
• Coordinate recruitment processes in collaboration with hiring managers, ensuring transparency and compliance.
• Prepare job advertisements, coordinate interviews, and maintain recruitment documentation.
• Maintain a recruitment tracking system.
• Facilitate reference checks and employment verification processes.
• Coordinate onboarding and induction of new staff.
• Ensure employment contracts align with Kenyan Labour Laws and internal policies.
• Support managers in performance appraisal and probation confirmation processes.
• Collate staff training needs and maintain a training database.
• Coordinate internal and external training sessions.
• Track training participation and maintain related documentation.
• Support capacity building initiatives across departments.
• Sensitize staff on HR policies and procedures.
• Support employee relations initiatives that promote a positive working environment.
• Serve as a neutral contact person in handling workplace concerns.
• Assist in disciplinary processes in collaboration with relevant managers and senior leadership.
• Ensure proper documentation of conflict resolution and disciplinary procedures.
• Perform any other HR and administrative duties as assigned by the Managing Director/Board Liaison or any other authorized Hope Core official.

• High level of integrity and confidentiality.
• Strong organizational and coordination skills.
• Good interpersonal and conflict resolution skills.
• Ability to work collaboratively with multi-disciplinary teams.
• Attention to detail and ability to meet deadlines.
• Proficiency in Microsoft Office and HR information systems.

• Bachelor’s Degree in Human Resource Management, Bachelor of Commerce/Business Administration (HR option), or related field.
• Higher Diploma in Human Resource Management is an added advantage.
• Membership with a recognized professional HR body (e.g., IHRM – Kenya) is desirable
• Minimum of 3–5 years’ progressive experience in Human Resource management, preferably in an NGO setting.
• Demonstrated experience in recruitment coordination, benefits administration, and employee relations.
• Experience handling HRIS and payroll coordination is an added advantage.
• Knowledge of Kenyan Labour Laws and statutory requirements (NSSF, SHIF, PAYE, etc.).