About the role

GAIN is seeking to recruit a Human Resources and Administrative Officer who will be responsible for delivering efficient, compliant and customer-focused human resources and administrative support to the Kenya Country Office.

This role will be offered on a One (1) year fixed term contract, subject to availability of funding and will be based in Nairobi, Kenya. This advert closes on 19th August 2026. GAIN encourages early applications and reserves the right to close the advert ahead of the advertised deadline if we receive a high volume of interest.

Key Responsibilities include

• Act as the first point of contact for routine HR queries from staff and managers, providing guidance on HR policies and procedures and escalating complex, sensitive or high-risk matters as appropriate.
• Prepare and coordinate routine HR correspondence and employee documentation, including contract-related letters, employee records and HR communications, ensuring appropriate review and approval before issue.
• Support contract administration and employee lifecycle processes, including confirmations, probation or review points, contract changes, acting-up arrangements, separations, exit checklists and handover documentation, in collaboration with managers and the Global HR Team.
• Coordinate monthly payroll inputs by collecting, checking and submitting accurate payroll data within agreed deadlines, including employee changes, allowances, deductions, leave or absence information and relevant supporting documentation.
• Support the implementation of GAIN performance management processes, including mid-year and annual review cycles, completion tracking, reminders and guidance to managers and staff.
• Support health and safety standards, fire safety drills, first aid arrangements and related office compliance requirements.
• Support procurement and vendor management processes for administrative goods and services, ensuring documentation, approvals and value-for-money considerations are in place.
• Review delivery notes, invoices and supporting documents before submission to Finance for payment processing.
• Coordinate logistical arrangements for meetings, workshops, training sessions and other organisational events.
• Support visa, airport transfer and related travel arrangements for international staff and visitors, as required.

About you

The ideal candidate will demonstrate strong organisational skills, attention to detail and the ability to manage multiple priorities in a fast-paced environment. You will have a solid understanding of HR administration, employee lifecycle management, recruitment coordination, payroll administration and benefits support, with the ability to maintain accurate records while handling sensitive employee information with the highest level of integrity, confidentiality and professionalism.

Experience providing HR and administrative support within an international organisation or matrix environment will be highly desirable. Must be member of IHRM. You are proficient in HRIS platforms, Microsoft Excel and other office applications, with experience supporting office administration, facilities and operational processes. Strong interpersonal and communication skills, together with the ability to build effective working relationships across diverse teams and stakeholders while balancing local operational needs with global HR policies and standards, will be essential.

About our offer

The starting gross salary on offer for this role is from KES 2,468,076 – KES 2,816,616 gross per annum, depending on experience.

• Act as the first point of contact for routine HR queries from staff and managers, providing guidance on HR policies and procedures and escalating complex, sensitive or high-risk matters as appropriate.
• Prepare and coordinate routine HR correspondence and employee documentation, including contract-related letters, employee records and HR communications, ensuring appropriate review and approval before issue.
• Support contract administration and employee lifecycle processes, including confirmations, probation or review points, contract changes, acting-up arrangements, separations, exit checklists and handover documentation, in collaboration with managers and the Global HR Team.
• Coordinate monthly payroll inputs by collecting, checking and submitting accurate payroll data within agreed deadlines, including employee changes, allowances, deductions, leave or absence information and relevant supporting documentation.
• Support the implementation of GAIN performance management processes, including mid-year and annual review cycles, completion tracking, reminders and guidance to managers and staff.
• Support health and safety standards, fire safety drills, first aid arrangements and related office compliance requirements.
• Support procurement and vendor management processes for administrative goods and services, ensuring documentation, approvals and value-for-money considerations are in place.
• Review delivery notes, invoices and supporting documents before submission to Finance for payment processing.
• Coordinate logistical arrangements for meetings, workshops, training sessions and other organisational events.
• Support visa, airport transfer and related travel arrangements for international staff and visitors, as required.

• Strong organisational skills
• Attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Solid understanding of HR administration
• Employee lifecycle management
• Recruitment coordination
• Payroll administration
• Benefits support
• Ability to maintain accurate records
• Integrity, confidentiality and professionalism in handling sensitive employee information
• Proficiency in HRIS platforms
• Microsoft Excel proficiency
• Proficiency in other office applications
• Experience supporting office administration, facilities and operational processes
• Strong interpersonal and communication skills
• Ability to build effective working relationships across diverse teams and stakeholders
• Ability to balance local operational needs with global HR policies and standards

• BA/BSc/HND
• Member of IHRM