HR & Administration Officer

DESCRIPTION OF ROLE

The HR & Administration Officer will support the HR & Administration Coordinator in the effective execution of daily human resources and administrative functions. The role is responsible for coordinating recruitment and onboarding, employee records management, payroll support, leave administration, staff welfare, compliance and HR reporting to ensure efficient HR operations across the organization.

KEY RESPONSIBILITIES

1. Recruitment & Onboarding

• Coordinate the end-to-end recruitment and selection process in liaison with Heads of Departments (HODs).
• Prepare staff requisitions for approval and facilitate advertisement of vacant positions.
• Coordinate candidate screening, shortlisting, interview scheduling, and interview logistics.
• Ensure interview panels are provided with relevant candidate information and updated interview schedules.
• Consolidate interview results and prepare recruitment summaries for management decision-making.
• Conduct reference and background checks for selected candidates.
• Coordinate pre-employment medical examinations and employment approvals.
• Prepare and issue offer letters and employment contracts in line with approved terms and conditions.
• Facilitate onboarding, induction, and departmental orientation for new employees.
• Coordinate workstation setup, staff badges, port passes, PPE, and other work tools for new employees.
• Update employee information in the HRIS system and ensure accurate employee records and filing.
• Coordinate employee registration to company medical and pension schemes where applicable.
• Ensure payroll receives all relevant employee documentation for salary processing.
• Monitor probationary employees and ensure performance objectives are documented and reviewed with HODs.

2. Employee Administration & Welfare

• Address employee welfare matters in a timely and professional manner.
• Consolidate annual leave plans and monitor leave utilization across departments.
• Maintain accurate and updated leave, contract, and probation schedules.
• Follow up with HODs on contract renewals, probation reviews, and related HR documentation.
• Maintain updated employee records and ensure proper filing and easy retrieval of staff information.
• Coordinate employee engagement activities including birthdays, team-building initiatives, and wellness activities.

3. Payroll Coordination & Reporting

• Maintain and monitor payroll checklists and ensure timely submission of payroll inputs by the required deadlines.
• Prepare monthly airtime schedules and salary advance reports for approval and submission.
• Share payroll-related employee documentation with payroll personnel in a timely manner.
• Prepare and submit monthly HR reports to management within the required timelines.
• Prepare and share staff headcount reports as required.

4. Compliance & Employee Relations

• Ensure compliance with company HR policies, procedures, and applicable labor laws.
• File statutory returns, including monthly and annual NITA/NEA returns, within the required timelines.
• Participate in disciplinary processes and employee relations matters when required.
• Participate in departmental meetings and provide updates on assigned action items.
• Adhere to workplace safety, health, environmental, and housekeeping standards at all times.
• Perform any other duties assigned by the HOD or designated supervisor

ACADEMIC REQUIREMENTS AND EXPERIENCE

• Bachelor’s degree in Human Resource Management, Business Administration, Social Sciences, or a related field.
• CHRP certification will be an added advantage.
• Membership with the Institute of Human Resource Management (IHRM) is required.
• Minimum of three (3) years’ experience in Human Resources and/or Organizational Development in a reputable organization.
• Previous experience in the Transport & Logistics industry or a corporate environment will be an added advantage.
• Working knowledge of Kenyan labor laws and HR best practices.
• Knowledge of Safety, Health & Environment (SHE) practices will be an added advantage.
• Proficiency in MS Office applications, presentations, and report preparation.

KEY PERFORMANCE INDICATORS

• Timely completion of recruitment and onboarding activities

• Timely submission of payroll inputs and HR reports

• Accuracy and completeness of employee records

• Timely completion of probation and contract review processes

• Compliance with statutory reporting deadlines

• Efficient leave management and record retrieval

• Minimal payroll and HR documentation errors