Key Duties and Responsibilities
Recruitment and Onboarding
Coordinate end-to-end recruitment processes in compliance with the Employment Act, 2007, donor requirements, and internal recruitment policies
Prepare and issue employment contracts, renewal letters, and appointment letters in line with Kenyan labour law, donor funding conditions, and organizational guidelines
Support due diligence processes including reference checks, background checks where required, and verification of academic and professional credentials
Facilitate structured onboarding and induction processes, including orientation on donor compliance, safeguarding, code of conduct, and organizational policies
Maintain accurate and auditable recruitment documentation and personnel files
HR Administration and Records Management
Maintain accurate, complete, and confidential employee records including contracts, Job Description s, leave records, disciplinary documentation, and performance appraisals
Ensure HR records comply with statutory requirements and donor audit standards
Manage staff attendance, leave administration, probation tracking, contract renewals, and confirmations in line with the Employment Act
Provide accurate HR data to the finance department to support payroll processing, statutory deductions, and benefits administration
Support exit processes including clearance, exit interviews, and final documentation
Performance Management
Support the implementation and administration of the organizational performance management system
Coordinate performance planning, mid-year reviews, annual appraisals, and contract-linked evaluations for project staff
Track performance review timelines to ensure compliance with organizational and donor expectations
Support supervisors in implementing performance improvement plans and documenting outcomes
Employee Relations and Welfare
Serve as a first point of contact for employee HR-related queries and concerns
Support grievance handling and disciplinary processes in compliance with the Employment Act, internal policies, and principles of natural justice
Promote positive employee relations and a respectful, inclusive, and safe work environment
Support staff welfare initiatives including occupational health and safety compliance, staff wellbeing activities, and statutory benefits
Support implementation of safeguarding, gender, and workplace harassment policies
Training and Capacity Development
Support training needs assessments linked to program delivery and organizational capacity requirements
Coordinate internal and external training activities, workshops, and professional development initiatives
Maintain training records and monitor staff participation for donor reporting and audits
Support learning and development initiatives aligned with donor-funded project objectives
HR Policies, Compliance, and Donor Requirements
Support the development, review, dissemination, and implementation of HR policies and procedures
Ensure compliance with Kenyan labour laws including employment contracts, working hours, leave entitlements, disciplinary procedures, and termination processes
Support internal and external audits, donor compliance reviews, and labor inspections
Monitor HR compliance risks and escalate issues to management in a timely manner
Support compliance with donor requirements related to staffing, safeguarding, code of conduct, and reporting
Reporting and HR Analytics
Prepare periodic HR reports including staffing status, recruitment updates, turnover, leave utilization, and performance management compliance
Maintain HR data systems to support evidence-based decision making and donor reporting
Provide HR inputs to organizational planning, budgeting, and grant proposals as required
Required Qualifications
Education
Bachelor's degree in Human Resource Management, Business Administration, Industrial Relations, or a related field from a recognized institution
Professional Certification
Membership or eligibility for membership with the Institute of Human Resource Management (IHRM Kenya).
Required Experience
Minimum of five years of relevant professional HR experience
Demonstrated experience in recruitment, HR administration, and employee relations
Proven experience working in donor-funded programs, NGOs, or multi-stakeholder environments is an added advantage
Experience supporting audits and compliance reviews is desirable