Recruitment and Operations Coordinator

Role Overview

Based in Nairobi, the Recruitment and Operations Coordinator will keep hiring processes organised across GAIN’s global offices, from vacancy approval through onboarding. The role combines hands-on recruitment coordination for assigned positions with accurate reporting and wider HR administration, helping candidates and hiring teams move through each stage with clarity and care.

This is a fixed-term position through March 2028, subject to funding availability.

Key Responsibilities

• Coordinate recruitment administration across a high volume of vacancies, maintaining complete records and tracking progress from approval to onboarding.
• Arrange interviews across locations and time zones, prepare selection materials, gather panel feedback and keep candidates and hiring managers informed.
• Coordinate offer paperwork, references and pre-employment checks, protecting confidential information and following established procedures.
• Serve as the recruitment contact for G3 and below vacancies, working with hiring managers and progressing appointments with support from the Recruitment Manager.
• Draft and publish accurate job advertisements, and assist with job evaluations by reviewing role descriptions and assembling relevant information.
• Maintain accurate applicant tracking system records and recruitment spreadsheets, complete weekly tracker updates and prepare recruitment reports using Excel.
• Assist with related HR and team administration, including employee lifecycle paperwork, invoices, purchase orders, meetings and learning platforms.
• Manage competing deadlines, follow up on pending actions and raise concerns early to prevent delays in recruitment activity.

Requirements & Qualifications

• Strong experience in recruitment administration, including coordinating multiple vacancies in a high-volume environment.
• Practical knowledge of interview scheduling, candidate communications, offer processes and pre-employment checks.
• Experience using an applicant tracking system and maintaining accurate recruitment records.
• Confident Excel skills, including updating spreadsheets, checking data and preparing clear reports.
• Ability to coordinate assigned recruitment processes and support the preparation of job advertisements and role descriptions.
• Excellent organisation and attention to detail, with the ability to adapt when workloads and priorities change.
• Clear, considerate communication and sound judgement when working with candidates, hiring managers and colleagues across cultures and time zones.
• Discretion in handling sensitive information, a dependable approach to follow-through and the judgement to seek guidance or escalate issues when needed.

What We Offer / Why Join

The opportunity to support recruitment across GAIN’s global offices while contributing to the smooth delivery of hiring and related HR operations. The position is offered on a fixed-term basis through March 2028, subject to funding availability.