Sacco HR & Admin Officer

Human Resource and Administration Officer

Job Purpose

Reporting to the Chief Executive Officer, the Human Resource and Administration Officer is responsible for coordinating and implementing the SACCO’s human resource and administrative functions. The role ensures the organization attracts, develops, motivates, and retains competent employees while maintaining efficient administrative systems and a productive work environment. Combining strategic support with operational execution, the position oversees workforce planning, recruitment, performance management, learning and development, employee relations, policy implementation, office administration, records management, and compliance with labour laws and human resource best practices.

Performance Expectations

The successful candidate will be expected to deliver measurable outcomes, including:

• Effective implementation of performance management processes.
• Compliance with labour laws, HR policies, and statutory requirements.
• Accurate and secure management of employee records and HR information.
• Improved employee engagement and workplace relations.
• Effective coordination of training and staff development initiatives.
• Efficient administration of office facilities, services, and support functions.

Key Responsibilities

Human Resource Planning and Policy Support

• Support development and implementation of HR work plans, budgets, and initiatives aligned with the SACCO’s strategic objectives.
• Coordinate implementation and periodic review of HR policies, procedures, manuals, and guidelines.
• Provide HR information and recommendations to support management decision-making.
• Monitor emerging labour trends and recommend appropriate interventions.
• Support workforce planning and organizational development initiatives.

Recruitment, Onboarding and Staff Retention

• Coordinate recruitment, selection, and onboarding processes.
• Prepare recruitment documentation and maintain talent databases.
• Facilitate induction of new employees and monitor probation processes.
• Support implementation of employee retention initiatives.
• Maintain staffing records and establishment data.

Performance Management and Employee Development

• Coordinate implementation of the SACCO’s performance management framework.
• Monitor completion of performance appraisals and performance improvement plans.
• Support supervisors and employees in performance management processes.
• Coordinate training needs assessments and staff development programmes.
• Maintain employee training records and monitor implementation of learning plans.
• Evaluate effectiveness of training interventions and recommend improvements.

Employee Relations and Staff Welfare

• Provide guidance on interpretation and application of HR policies and procedures.
• Promote positive employee relations and a productive work environment.
• Coordinate employee engagement and welfare initiatives.
• Assist in conflict resolution and handling of workplace grievances.
• Support disciplinary processes and ensure compliance with due process requirements.
• Facilitate administration of staff benefits, medical cover, pension, insurance, and welfare programmes.

HR Administration and Records Management

• Maintain accurate and up-to-date employee records and HR databases.
• Prepare employment contracts, confirmation letters, transfers, promotions, and other HR documentation.
• Monitor leave administration and attendance records.
• Ensure confidentiality, security, and proper custody of employee information.
• Generate HR reports and workforce statistics for Management and the Board.

Payroll Coordination and Statutory Compliance

• Coordinate payroll inputs and verify payroll-related information.
• Ensure timely remittance and compliance with statutory deductions and obligations.
• Maintain employee benefit records and statutory documentation.
• Monitor compliance with labour legislation and advise Management on HR-related legal requirements.
• Support audits, inspections, and regulatory reviews affecting the HR function.

Administration and Facilities Management

• Coordinate office administration and support services.
• Ensure effective management of office facilities, equipment, utilities, and supplies.
• Coordinate maintenance of office premises and workplace facilities.
• Monitor service providers and support procurement of administrative supplies and services.
• Ensure a safe, secure, and conducive working environment.

Occupational Safety, Health and Organizational Support

• Support implementation of workplace safety and health programmes.
• Coordinate compliance with Occupational Safety and Health requirements.
• Participate in business continuity and emergency preparedness initiatives.
• Support organization-wide activities, meetings, events, and staff engagement programmes.
• Prepare periodic HR and administration reports for Management.

Minimum Qualifications and Experience

• Bachelor’s degree in HR, Business Administration, or a related field from a recognized institution.
• HNDHR/CHRP K or equivalent.
• Member in good standing of IHRM.
• Minimum of five (5) years’ relevant experience in Human Resource and Administration functions.
• Experience in a SACCO or comparable organization will be an added advantage.
• Demonstrated experience in recruitment, employee relations, performance management, and HR administration.

Key Competencies

• Labour laws and employment regulations.
• Performance management systems.
• HR information systems.
• Payroll coordination.
• Office administration and facilities management.
• Communication and interpersonal skills.
• Ability to work independently and manage competing priorities.