The position

This role will provide hands-on, end-to-end HR support across the full employee life cycle within a multi-site environment. It will be a key operational partner to line managers and staff to ensure efficient, people-centred HR services. The position will based in Mombasa and therefore requires flexibility to travel to implementation locations as needed.

Responsibilities

Talent Acquisition and Onboarding:

• Coordinate end-to-end recruitment processes and coordinate background checks and pre-employment requirements in compliance with the institution’s policy.
• Liaise with ICT, Finance, and relevant departments to ensure new hire set-up is completed on time.
• Coordinate comprehensive onboarding programmes; ensure all new hires complete mandatory orientation within the first 30 days.

HR Information Systems & Reporting

• Maintain accurate and up-to-date employee records in the HRIS and physical personnel files.
• Generate monthly HR dashboards and produce ad-hoc HR data and reports for donor reporting, management meeting presentations, and as may be requested.
• Coordinate with the Global HRIS Manager to ensure optimal functioning of the HRIS and timely resolution of queries.
• Respond to and guide staff on any HRIS queries or support requests.

HR Administration and Operations:

• Preparation and issuance of HR documentation, including employment contracts, confirmation letters, and contract renewals as per budget availability.
• Monitor employee end-of-probation period and proactively follow up with the relevant managers to ensure conformity with the stipulated policy.
• Ensure staff grant codes are updated regularly to reflect an accurate position on staff timesheets.
• Coordinate the exit process and ensure finalization of all exit procedures.
• Oversee the immigration processes for international staff for the timely processing of their visas and permits.
• Coordinate staff training, staff communication, and employee engagement initiatives as may be requested.
• Coordinate the International Scholarship Programme (ISP) process from advertising, application, and enquiry to the interview stage and final reporting to the Central Scholarship Unit.
• Support internal and external HR audits; prepare requested documentation and respond to audit queries within agreed timelines.

Performance Management

• Support in administering annual and mid-year performance review cycle; coordinate timelines, communicate to staff, and ensure 100% participation.
• Support line managers in setting SMART objectives aligned to departmental and organisational goals.
• Track and report on probation reviews; ensure timely confirmation or extension communications are issued.
• Generate annual performance management reports to identify and address performance gaps and inform skills development and talent management.

Benefits & Payroll Support

• Consolidating monthly payroll inputs for payroll processing within agreed timelines.
• Administer staff benefits, including enrolment, renewals, claims support, and annual scheme reviews.
• Assist in the data compilation of annual salary surveys and benchmarking exercises.
• Respond to staff queries on payslips, tax, NSSF, and NHIF/SHA with accuracy and confidentiality.
• Support in the consolidation of staff costs during the annual budgeting process.

Staff Engagement and Welfare:

• Coordinate staff engagement activities such as team retreats/team building and recognition programmes.
• Escalate any staff concerns and grievances proactively to preserve relationships and enhance communication to cultivate a collaborative work culture.
• Proactively monitor leave balances and support a healthy leave culture; flag burnout risks to the HR Manager
• Lead wellness and wellbeing initiatives with wellness champions through an annual wellness calendar and employee assistant programs for psychosocial support.
• Organize annual health and safety training, workplace audit, and assessment.

The requirements

Qualifications & Experience

• Bachelor’s degree in human resources management, social sciences, or business-related field. A master’s degree is an added advantage.
• Higher Diploma in Human Resources Management from a recognized Institution.
• At least 5 years of progressive HR experience in a busy organisation. Experience in a development organisation will be an advantage.
• Experience working with HRIS platforms.

Core Competencies

• Excellent oral and written communication skills with a good command of the English language (fluency in Kiswahili is desirable).
• Have a thorough understanding of the Kenyan Labour Laws.
• Integrity and Confidentiality: Ability to handle sensitive HR information with the utmost discretion.
• People Focus: genuinely cares about staff welfare, is approachable and empathetic.
• Strong organizational skills to manage multiple priorities in a time-sensitive manner.
• Strong interpersonal skills and ability to build and sustain relationships with key constituents.

• Coordinate end-to-end recruitment processes and coordinate background checks and pre-employment requirements in compliance with the institution’s policy.
• Liaise with ICT, Finance, and relevant departments to ensure new hire set-up is completed on time.
• Coordinate comprehensive onboarding programmes; ensure all new hires complete mandatory orientation within the first 30 days.
• Maintain accurate and up-to-date employee records in the HRIS and physical personnel files.
• Generate monthly HR dashboards and produce ad-hoc HR data and reports for donor reporting, management meeting presentations, and as may be requested.
• Coordinate with the Global HRIS Manager to ensure optimal functioning of the HRIS and timely resolution of queries.
• Respond to and guide staff on any HRIS queries or support requests.
• Preparation and issuance of HR documentation, including employment contracts, confirmation letters, and contract renewals as per budget availability.
• Monitor employee end-of-probation period and proactively follow up with the relevant managers to ensure conformity with the stipulated policy.
• Ensure staff grant codes are updated regularly to reflect an accurate position on staff timesheets.
• Coordinate the exit process and ensure finalization of all exit procedures.
• Oversee the immigration processes for international staff for the timely processing of their visas and permits.
• Coordinate staff training, staff communication, and employee engagement initiatives as may be requested.
• Coordinate the International Scholarship Programme (ISP) process from advertising, application, and enquiry to the interview stage and final reporting to the Central Scholarship Unit.
• Support internal and external HR audits; prepare requested documentation and respond to audit queries within agreed timelines.
• Support in administering annual and mid-year performance review cycle; coordinate timelines, communicate to staff, and ensure 100% participation.
• Support line managers in setting SMART objectives aligned to departmental and organisational goals.
• Track and report on probation reviews; ensure timely confirmation or extension communications are issued.
• Generate annual performance management reports to identify and address performance gaps and inform skills development and talent management.
• Consolidating monthly payroll inputs for payroll processing within agreed timelines.
• Administer staff benefits, including enrolment, renewals, claims support, and annual scheme reviews.
• Assist in the data compilation of annual salary surveys and benchmarking exercises.
• Respond to staff queries on payslips, tax, NSSF, and NHIF/SHA with accuracy and confidentiality.
• Support in the consolidation of staff costs during the annual budgeting process.
• Coordinate staff engagement activities such as team retreats/team building and recognition programmes.
• Escalate any staff concerns and grievances proactively to preserve relationships and enhance communication to cultivate a collaborative work culture.
• Proactively monitor leave balances and support a healthy leave culture; flag burnout risks to the HR Manager
• Lead wellness and wellbeing initiatives with wellness champions through an annual wellness calendar and employee assistant programs for psychosocial support.
• Organize annual health and safety training, workplace audit, and assessment.

• Excellent oral and written communication skills with a good command of the English language (fluency in Kiswahili is desirable).
• Thorough understanding of the Kenyan Labour Laws.
• Integrity and Confidentiality: Ability to handle sensitive HR information with the utmost discretion.
• People Focus: genuinely cares about staff welfare, is approachable and empathetic.
• Strong organizational skills to manage multiple priorities in a time-sensitive manner.
• Strong interpersonal skills and ability to build and sustain relationships with key constituents.

• Bachelor’s degree in human resources management, social sciences, or business-related field. A master’s degree is an added advantage.
• Higher Diploma in Human Resources Management from a recognized Institution.
• At least 5 years of progressive HR experience in a busy organisation. Experience in a development organisation will be an advantage.
• Experience working with HRIS platforms.