HR and Administrative Officer at iDE Kenya

Key Responsibilities

Human Resources Management (60%)

Talent and Workforce Management

• Support recruitment processes, including requisitions, advertising shortlisting, interviews, reference checks, and onboarding.
• Coordinate induction and orientation for new staff.
• Manage employee lifecycle activities:probation, confirmation, promotion, transfer, and separation.
• Maintain accurate and confidential employee records.

Employee Relations and Engagement

• Serve as first point of contact for HR-related queries.
• Support employee engagement initiatives and surveys.
• Assist in grievance and disciplinary processes in line with HR policy and labour law.

Performance and Development

• Coordinate performance management cycles.
• Support learning and development programs and training logistics.
• Provide first-line guidance on staff welfare and HR processes.

Compensation, Benefits and Payroll Support

• Support compensation reviews and annual increments.
• Coordinate payroll processing with the finance team.
• Administer leave, attendance, and benefits.
• Manage employee insurance and medical schemes.

HR Compliance and Governance

• Ensure compliance with labour laws, statutory requirements, and internal policies.
• Support HR audits and compliance reporting.
• Assist in drafting and updating HR policies and SOPs.

HR Analytics and Reporting

• Prepare HR dashboards and management reports.
• Analyse HR data and provide insights for decision-making.

Administration and Operations (40%)

Procurement Support

• Process purchase requisitions and prepare LPOs.
• Ensure completeness and accuracy of procurement documentation.
• Verify delivery of goods and services.
• Support framework agreements and recurring procurements.

Facilities and Office Administration

• Oversee office maintenance, utilities, cleaning, and security.
• Manage office supplies and inventory.
• Coordinate office repairs, renovations, and layout changes.
• Supervise office assistants, drivers, and service providers.

Fleet and Asset Management

• Manage fleet servicing, insurance, fuel, and logbooks.
• Maintain fixed asset register and coordinate annual verification.
• Manage asset insurance and claims.

Compliance and Record Keeping

• Ensure procurement complies with internal policies and tax regulations.
• Maintain complete procurement files for audit.
• Support procurement reporting as required.

General Administrative Support

• Coordinate staff events and provide logistical support.
• Perform other HR and administrative duties as assigned.

Requirements

Qualifications

• Education: Bachelor’s degree in Human Resource Management, Business Administration, Procurement & Supply Chain Management, or a related field.
• Professional Certifications: Member of the Institute of Human Resource Management (IHRM). Certified Human Resource Professional of Kenya (CHRP-K). Membership with Kenya Institute of Supplies Management (KISM) with valid practicing certificate – desirable. Diploma in Purchasing & Supplies (CIPS Level 4 or equivalent) – desirable.
• Experience: Minimum 3 years of relevant experience. Experience in HR and administration within an international NGO or donor-funded environment preferred. Demonstrated experience in procurement, supplier management, and office administration. Strong knowledge of Kenyan labour laws and statutory requirements.