Requirements

• Diploma in Human Resources Management, Business Administration, or a related field (Bachelor’s degree is an added advantage).

• Must be a member of a professional Body – IHRM.

• Certified Human Resource Professional of Kenya (CHRP-K) or ongoing.

• At least 1–2 years of experience in HR administration or clerical support, preferably in an NGO or similar setup.

• Basic knowledge of HR functions such as recruitment, employee records management, payroll support, and benefits administration.

• Proficiency in MS Office (Word, Excel, Outlook) and HR information systems is an added advantage.

• Strong organizational and record-keeping skills with attention to detail.

• Good interpersonal and communication skills with the ability to handle confidential information.

• Ability to prioritize tasks and work under minimal supervision.

• Employee Records Management

• Maintain accurate and up-to-date employee records in both hard copy and electronic files.

• File documentation related to employee life-cycle events (recruitment, contracts, performance reviews, exits).

• Organize staff file cabinets, ensuring clear labeling and separation of current and exited staff files.

Recruitment & Onboarding

• Provide administrative support in recruitment, including ensuring we have a duly signed requisition form, posting job adverts, scheduling interviews, and preparing interview materials.

• Conduct initial document checks and assist with reference/background verification.

• Prepare new hire documentation, open staff personal files, and coordinate induction schedules.

• Support the monitoring of probationary reviews by ensuring forms are completed and filed.

Staff Offboarding

• Coordinate clearance procedures for exiting staff in line with the exit policy.

• File exit documents in the staff files and assist in compiling clearance forms.

• Support staff in accessing their exit-related claims (e.g., NSSF, provident fund, payslips, P9  Forms).

Payroll Support

• Collect and verify monthly staff timesheets, ensuring they are signed by employees and supervisors.

• Distribute time sheets to field offices, follow up with field HR Officers for signed copies, and ensure proper filing.

• Support Finance in preparing payroll by providing accurate timesheet and staff attendance records.

Benefits Administration Support

• Facilitate registration of new staff to benefits schemes (e.g., medical, pension).

• Ensure timely removal of exited staff from benefits schemes.

• Support in processing benefits-related payments (e.g., medical invoices).

• Liaise with service providers on staff-related claims and escalate unresolved issues to the HR Officer.

HR Administration & Staff Support

• Provide day-to-day administrative support to staff and the HR department.

• Draft routine HR correspondences such as confirmation letters and probationary reminders.

• Organize HR-related meetings, trainings, and staff welfare activities.

• Respond to basic staff HR queries and escalate complex issues to the HR Officer.

• Preparation of all the HR related payments and payment requests(e.g medical)

Confidentiality & Other Duties

• Ensure strict confidentiality of HR documents and staff information.

• Perform any other HR-related duties as may be assigned by the supervisor.