Background information about the job or company (e.g., role context, company overview)

The Lutheran World Federation (LWF; German: Lutherischer Weltbund) is a global communion .The Department for World Service is the LWF's humanitarian arm. It has programmes in 32 countries. The LWF is a member of ACT Alliance.

Responsibilities or duties

Human Resource Management (Primary Focus: 80%)

• Assist and coordinate recruitment processes for national and incentive staff, including requisitions, advertising, shortlisting, interviews, reference checks, and onboarding.
• Prepare and manage onboarding and induction processes for newly hired staff.
• Maintain accurate and up-to-date staff personnel files in compliance with organizational, donor, and legal requirements.
• Prepare, renew, amend, and manage staff contracts and oversee exit and separation processes.
• Monitor probation periods and ensure timely probation reviews and confirmations.
• Track and report staff movements and monthly HR data for payroll processing.
• Administer staff leave, attendance, and absences in line with HR policies.
• Coordinate performance management processes, including appraisals and follow-up actions.
• Support staff training, team building, learning, and capacity development initiatives.
• Provide first-line support on staff welfare, coaching, mentorship, and HR queries.
• Facilitate disciplinary and grievance procedures in line with organizational policies and Kenyan labour law.
• Coordinate administration of staff benefits, including medical cover and insurance schemes.
• Ensure compliance with HR policies, safeguarding standards, code of conduct, and occupational health and safety requirements.
• Prepare HR reports for management and donors as required.
• Maintain and update all staff files and general records in an organized manner for easy information and record retrieval

Administration & Logistics oversight (Support Role: 20%)

• Provide oversight of administrative and logistics functions to support smooth office operations.
• Coordinate staff travel arrangements, including accommodation and flight bookings for leave and Rest & Recuperation (R&R).
• Manage reception of visitors and facilitate access permits where applicable.
• Ensure offices and staff quarters are maintained in a safe, secure, and habitable condition in collaboration with the admin and logistic personnel.
• Assist in organizing staff meetings and other office events as required.
• Ensure organizational assets are adequately tracked, monitor usage, and oversee repairs and maintenance to ensure longevity and accountability.
• Any other HR, Administration, and Logistics duties as assigned.

Qualifications or requirements (e.g., education, skills)

QUALIFICATIONS & EXPERIENCE

• Bachelor’s Degree in Human Resource Management, Business Administration, or a related field.
• Member of the Institute of Human Resource Management (IHRM)
• Certified Human Resource Professional of Kenya (CHRP-K)
• Strong working knowledge of Kenyan labour laws and HR best practices.

Experience needed

• Minimum of 4–5 years relevant work experience, preferably in a humanitarian or NGO setting in a role that combines both HR Admin & Logistics work.

• Assist and coordinate recruitment processes for national and incentive staff, including requisitions, advertising, shortlisting, interviews, reference checks, and onboarding.
• Prepare and manage onboarding and induction processes for newly hired staff.
• Maintain accurate and up-to-date staff personnel files in compliance with organizational, donor, and legal requirements.
• Prepare, renew, amend, and manage staff contracts and oversee exit and separation processes.
• Monitor probation periods and ensure timely probation reviews and confirmations.
• Track and report staff movements and monthly HR data for payroll processing.
• Administer staff leave, attendance, and absences in line with HR policies.
• Coordinate performance management processes, including appraisals and follow-up actions.
• Support staff training, team building, learning, and capacity development initiatives.
• Provide first-line support on staff welfare, coaching, mentorship, and HR queries.
• Facilitate disciplinary and grievance procedures in line with organizational policies and Kenyan labour law.
• Coordinate administration of staff benefits, including medical cover and insurance schemes.
• Ensure compliance with HR policies, safeguarding standards, code of conduct, and occupational health and safety requirements.
• Prepare HR reports for management and donors as required.
• Maintain and update all staff files and general records in an organized manner for easy information and record retrieval
• Provide oversight of administrative and logistics functions to support smooth office operations.
• Coordinate staff travel arrangements, including accommodation and flight bookings for leave and Rest & Recuperation (R&R).
• Manage reception of visitors and facilitate access permits where applicable.
• Ensure offices and staff quarters are maintained in a safe, secure, and habitable condition in collaboration with the admin and logistic personnel.
• Assist in organizing staff meetings and other office events as required.
• Ensure organizational assets are adequately tracked, monitor usage, and oversee repairs and maintenance to ensure longevity and accountability.
• Any other HR, Administration, and Logistics duties as assigned.

• Strong working knowledge of Kenyan labour laws and HR best practices.

• Bachelor’s Degree in Human Resource Management, Business Administration, or a related field.
• Member of the Institute of Human Resource Management (IHRM)
• Certified Human Resource Professional of Kenya (CHRP-K)