Senior HR Operations & Compliance Officer (Floriculture) at Stratostaff

DUTIES AND RESPONSIBILITIES:

HR Administration & Employee Lifecycle Management


Coordinate end-to-end recruitment processes including job postings, candidate screening, interview scheduling, and documentation
Manage new employee onboarding and induction programs, ensuring all documentation is completed accurately and filed appropriately
Process employee exits including clearance procedures, final settlements, and exit interviews
Maintain accurate and up-to-date employee files (both physical and digital) in compliance with data protection and company standards
Prepare and process all employment contracts, contract renewals, amendments, and termination letters with precision


Payroll, Time & Attendance Management


Coordinate monthly payroll processing, ensuring accuracy in salary calculations, deductions, statutory payments, and benefits
Track and monitor daily staff attendance, manage authorized and unauthorized absences, and maintain accurate attendance records
Administer leave management systems including annual leave, sick leave, maternity/paternity leave planning and tracking
Process and coordinate employee benefits including medical insurance claims, school fees reimbursements, and other entitlements


Compliance & Statutory Requirements


Ensure compliance with Kenyan labor laws, employment regulations, and all statutory requirements (NSSF, NHIF, PAYE, NITA, etc.)
Maintain all statutory licenses and registrations, tracking renewal dates and ensuring timely submissions
Prepare documentation and coordinate internal audits (IFC/Adenia) and external audits (KFC, MPS, certification bodies)
Monitor changes in employment legislation and finance bills, updating policies and procedures as required
Serve as ESG Compliance Officer, ensuring adherence to investor ESAP requirements and managing ESG risk mitigation actions
Process work permits for expatriate employees and coordinate HELB and NITA reimbursements


Employee Relations & Grievance Management


Handle grievance and disciplinary cases in accordance with company policy and legal requirements, maintaining detailed case documentation
Coordinate and prepare documentation for monthly union-management meetings
Maintain professional working relationships with union representatives, Labour Office, AEA, FKE, and other stakeholders
Provide administrative support for conflict resolution processes and workplace investigations
Coordinate staff welfare and gender committee activities'


Health, Safety & Workplace Records


Maintain PPE database ensuring all employees have required protective equipment and tracking issuance and replacement
Keep accurate records of workplace accidents, sick-offs, and occupational health incidents
Provide administrative support to Health & Safety, Fire Safety, and First Aid committees
Administer workman compensation schemes and maintain records for civil suits related to employment matters
Manage GLA insurance claims processing and documentation


Performance Management Support


Coordinate performance appraisal cycles, tracking completion rates and maintaining appraisal records
Monitor KPI tracking systems and provide reports on performance management metrics
Identify employee training needs based on performance data and coordinate training logistics
Administer Performance Improvement Plans (PIPs) ensuring proper documentation and follow-up


HR Systems, Documentation & Reporting


Maintain HRIS (Human Resources Information System) ensuring data accuracy and integrity
Keep company organogram current and ensure all Job Description s are up to date
Implement and maintain soft filing systems and digital document management protocols
Prepare regular HR reports including workforce analytics (headcount, attendance, turnover, sick-offs, etc.)
Compile biannual HR board papers for presentation in June and December
Review and update the Employee Handbook and company HR policies as needed


Budget Management & Third-Party Coordination


Prepare annual HR budget (staffing and materials) and monitor expenditure against approved limits
Manage relationships with third-party service providers (canteen, pension administrators, insurance) ensuring service quality
Coordinate with the company daycare center on administrative matters


Process Improvement & Special Projects


Identify inefficiencies in HR processes and recommend practical improvements to enhance service delivery
Support the implementation of HR system improvements and digitization initiatives
Participate in cross-functional projects such as monthly farm compound inspections with the maintenance manager
Ensure transparent internal communication on HR matters across the organization


KEY COMPETENCIES:


Exceptional attention to detail and accuracy in documentation and record-keeping
Strong organizational and time management skills with ability to manage multiple priorities
Excellent problem-solving abilities and process improvement mindset
High level of integrity, confidentiality, and professional ethics
Strong interpersonal and communication skills (written and verbal)
Analytical skills with ability to generate meaningful HR metrics and reports
Proactive and self-motivated with ability to work independently
Compliance-focused with thorough understanding of regulatory requirements
Ability to handle sensitive information with discretion
Results-oriented with commitment to delivering quality work within deadlines


Requirements


Bachelor's degree in Human Resource Management, Business Administration, or a related field
CHRP (Certified Human Resource Professional) certification or equivalent HR professional certification is required
Minimum 6-8 years of progressive HR experience
Experience in floriculture, manufacturing, FMCG, agricultural, horticulture, or food production sectors is highly desirable
Strong working knowledge of Kenyan labor laws, employment regulations, and statutory compliance requirements
Demonstrated experience in handling employee relations, grievances, and working with unions
Hands-on experience with HRIS systems and proficiency in MS Office Suite (particularly Excel for data management and reporting)
Experience coordinating payroll processes and managing employee benefits administration