Principle Accountabilities
Payroll and Staff Changes

• Manage processing of terminal dues for exiting staff.
• File and maintain payroll and HR correspondence records.
• Process all payroll changes to ensure accuracy and completeness.
• Prepare payroll approval documents for review and sign‑off.
• Update staff changes in the HR system, including promotions, salary reviews, and other adjustments.
• Process monthly payments for interns.
• Prepare HR-related correspondence such as recommendation letters, certificates of service, etc.

Records Management

• Prepare visa letters, NSSF letters, and tax-related documents (e.g., P9 forms).
• Ensure all staff documents are correctly filed and up to date.
• Follow up with staff to ensure completeness of documentation.
• Retrieve documents from staff files upon request.
• Ensure files of exited staff are separated from active staff files.
• Maintain the HR file registry securely, ensuring it remains locked and protected.

 Staff Loans Processing

• Review all staff loan applications for compliance with policy requirements (performance, debt ratio threshold, CRB checks, etc.).
• Input staff loans into the system (car loans, mortgages, plot loans, unsecured loans, etc.).
• Enhance the staff loan process and make recommendations for process improvements.

Administration and General Support

• Manage administrative tasks including ordering stationery and submitting invoices to Finance for payment.
• Organize divisional meetings and ensure smooth coordination, including preparation and filing of signed minutes.
• Circulate pension discharge vouchers for signature and ensure timely processing.
• Support HRBPs and the HR Director in implementing HR strategic initiatives including Culture, EVP, HR Roadshows, etc.

Reporting & Continuous Improvement

• Compile and validate HR metrics and raw data for dashboards and management reports.
• Proactively identify and propose at least two process improvement or automation initiatives annually.

Key Competencies and Skills

Technical Competencies

• Exceptional organizational, communication, and multitasking skills.
• Strong attention to detail and commitment to data accuracy and integrity.
• Proactive problem‑solving mindset focused on continuous improvement. 
• Strong compliance orientation and customer service mindset.
• Strong analytical and numerical skills.
• High level of confidentiality and integrity.

HR Core Competencies

• Personal effectiveness and professional credibility.
• Influencing and negotiating skills.
• Process discipline, integrity, and quality orientation.
• Organizational savviness and business acumen, with strong communication and stakeholder engagement skills.

Minimum Qualifications, Knowledge and Experience

• Bachelor’s degree in HR, Business Administration, Finance, or a related field.
• Knowledge and experience in HRIS and payroll systems.
• Strong understanding of Kenyan labor laws and tax regulations.
• Certified Human Resources Professional (CHRP) Level II or higher is preferred
• Proficiency in Excel and People Analytics
• 2–3 years of experience in compensation and benefits or HR operations.