We are seeking a competent, skilled, and experienced HR Operations Executive to oversee all HR operations and administrative tasks, ensuring smooth organizational functioning, statutory compliance, and efficient staff and project coordination.

Job Summary:

Reporting to the HR & Administration Manager, the HR Operations Executive will be responsible for executing HR and administrative strategies in alignment with company objectives. The role encompasses recruitment, onboarding, employee relations, performance management, compliance, payroll coordination, training, and administrative support, contributing to a productive and compliant workforce environment.

Key Roles and Responsibilities:

• Manage the recruitment process including identifying staffing needs, sourcing candidates, coordinating interviews, and onboarding new hires.
• Facilitate staff induction, orientation, and ensure smooth integration into organizational culture.
• Maintain accurate filing and retrieval of all HR and administrative records (both hard and soft copies).
• Track, consolidate, and report on staff leave, attendance, and HR data in collaboration with line managers.
• Oversee employee relations by addressing grievances, conducting investigations, resolving conflicts, and handling disciplinary procedures.
• Process payroll-related data including timesheets, leave balances, and ensure payroll accuracy.
• Manage staff performance management systems, including KPIs, goal setting, appraisals, feedback, and development plans.
• Organize staff meetings, prepare agendas, take minutes, and ensure action items are followed through.
• Prepare and submit monthly HR and administrative reports covering HR activities, compliance status, and project progress.
• Ensure compliance with Kenyan labor laws, statutory requirements (KRA, NSSF, NHIF), and internal company policies.
• Handle procurement requisitions, manage staff IDs, office supplies, and other resource needs for HR operations.
• Assess staff training needs and coordinate implementation of learning, development, and policy training programs.
• Draft reports, billing summaries, official correspondence, and maintain accurate records of HR and project documentation.
• Supervise administrative functions of staff on-site, ensuring tasks are completed efficiently and on time.
• Maintain the confidentiality, integrity, and security of all employee and operational records.
• Liaise with clients, statutory bodies, insurance providers, vendors, and external stakeholders as necessary.
• Assist in organizing employee wellbeing programs, company events, and welfare initiatives.
• Coordinate logistics for HR activities, trainings, interviews, and internal meetings.
• Identify skills gaps and develop closure strategies in collaboration with relevant departments.
• Ensure legal, contractual, and policy compliance for both staff and project activities.
• Participate in procurement planning and resource allocation for HR and administration.
• Foster a positive, engaging, and compliant work environment through effective communication and leadership.

Key Relationships:

• HR & Administration Manager
• Line Managers, Finance & Procurement Teams, Project Administrators
• Clients, Vendors, Statutory Bodies, Insurance Providers

Qualifications and Experience:

• Bachelor’s Degree in Human Resource Management, Business Administration, or related field.
• Postgraduate Diploma in HR or Administration is an added advantage.
• Minimum 3 years’ experience in HR operations and administration roles.
• Membership in a recognized HR professional body preferred.
• Strong knowledge of Kenyan labor laws, statutory compliance, and HR best practices.
• Proficiency in MS Office, HRIS systems, and payroll software.
• Experience in outsourcing services, consultancy, or administrative coordination roles is an added advantage.