Administrator - Operations & HR

Role Overview

This is a single point of coordination for a busy office, blending executive support, people administration, and day-to-day operations into one hands-on position. You will keep the Directors organised, keep HR records and processes running properly, and make sure the front of house, supplies, and service providers never become a distraction for the wider team. The role suits someone who notices what needs doing before being asked and who can be trusted with confidential information every single day.

Key Responsibilities

• Executive support: Keep Directors' diaries accurate, arrange internal and external meetings, and pull together reports, briefing notes, and presentation material ahead of time.
• Documentation and correspondence: Prepare letters, notices, memos, and presentations on behalf of leadership, and maintain a clean, retrievable filing system for official records.
• Recruitment and onboarding: Coordinate hiring from advertising through to interviews and induction, and make sure new joiners have contracts, records, and a clear first-week plan.
• HR administration: Maintain current personnel files, contracts, and compliance paperwork, track attendance and leave balances, and support performance review cycles and staff development activities.
• Employee relations support: Help managers with team structure questions, internal policy adherence, and early-stage conflict resolution, escalating where appropriate.
• Front office and client handling: Greet and direct visitors, manage incoming calls and enquiries, and keep reception and meeting rooms presentable and on-brand at all times.
• Office and supplier operations: Run procurement for supplies and operational materials, monitor stock, and coordinate with transport, logistics, and other external providers on daily requirements.
• Team supervision and communications: Oversee support staff such as drivers, office assistants, and cleaners, and coordinate company-wide announcements and event logistics for leadership engagements.

Requirements & Qualifications

• A Bachelor's degree or Higher Diploma in Business Administration, Human Resource Management, Communications, or a comparable discipline.
• At least three years in an administrative, HR, or front office coordination role, ideally with exposure to several reporting lines at once.
• Fluent verbal and written communication in both English and Kiswahili.
• Confident use of MS Office, particularly Excel, Word, and Outlook, plus the ability to pick up in-house systems quickly.
• Strong interpersonal and delegation skills — able to guide support staff while remaining approachable and fair.
• Excellent organisation and attention to detail, with a proven ability to juggle competing priorities without dropping deadlines.
• Sound judgement and absolute discretion when handling sensitive employee or company information.
• A self-starting approach: spotting gaps, anticipating what leadership needs next, and working with minimal supervision.