HR Administrator at East Africa Market Development Associates (EAMDA)

Key Duties and Responsibilities

Recruitment and Onboarding

• Coordinate end-to-end recruitment processes in compliance with the Employment Act, 2007, donor requirements, and internal recruitment policies
• Prepare and issue employment contracts, renewal letters, and appointment letters in line with Kenyan labour law, donor funding conditions, and organizational guidelines
• Support due diligence processes including reference checks, background checks where required, and verification of academic and professional credentials
• Facilitate structured onboarding and induction processes, including orientation on donor compliance, safeguarding, code of conduct, and organizational policies
• Maintain accurate and auditable recruitment documentation and personnel files

HR Administration and Records Management

• Maintain accurate, complete, and confidential employee records including contracts, job descriptions, leave records, disciplinary documentation, and performance appraisals
• Ensure HR records comply with statutory requirements and donor audit standards
• Manage staff attendance, leave administration, probation tracking, contract renewals, and confirmations in line with the Employment Act
• Provide accurate HR data to the finance department to support payroll processing, statutory deductions, and benefits administration
• Support exit processes including clearance, exit interviews, and final documentation

Performance Management

• Support the implementation and administration of the organizational performance management system
• Coordinate performance planning, mid-year reviews, annual appraisals, and contract-linked evaluations for project staff
• Track performance review timelines to ensure compliance with organizational and donor expectations
• Support supervisors in implementing performance improvement plans and documenting outcomes

Employee Relations and Welfare

• Serve as a first point of contact for employee HR-related queries and concerns
• Support grievance handling and disciplinary processes in compliance with the Employment Act, internal policies, and principles of natural justice
• Promote positive employee relations and a respectful, inclusive, and safe work environment
• Support staff welfare initiatives including occupational health and safety compliance, staff wellbeing activities, and statutory benefits
• Support implementation of safeguarding, gender, and workplace harassment policies

Training and Capacity Development

• Support training needs assessments linked to program delivery and organizational capacity requirements
• Coordinate internal and external training activities, workshops, and professional development initiatives
• Maintain training records and monitor staff participation for donor reporting and audits
• Support learning and development initiatives aligned with donor-funded project objectives

HR Policies, Compliance, and Donor Requirements

• Support the development, review, dissemination, and implementation of HR policies and procedures
• Ensure compliance with Kenyan labour laws including employment contracts, working hours, leave entitlements, disciplinary procedures, and termination processes
• Support internal and external audits, donor compliance reviews, and labor inspections
• Monitor HR compliance risks and escalate issues to management in a timely manner
• Support compliance with donor requirements related to staffing, safeguarding, code of conduct, and reporting

Reporting and HR Analytics

• Prepare periodic HR reports including staffing status, recruitment updates, turnover, leave utilization, and performance management compliance
• Maintain HR data systems to support evidence-based decision making and donor reporting
• Provide HR inputs to organizational planning, budgeting, and grant proposals as required

Required Qualifications

Education

• Bachelor’s degree in Human Resource Management, Business Administration, Industrial Relations, or a related field from a recognized institution

Professional Certification

• Membership or eligibility for membership with the Institute of Human Resource Management (IHRM Kenya).

Required Experience

• Minimum of five years of relevant professional HR experience
• Demonstrated experience in recruitment, HR administration, and employee relations
• Proven experience working in donor-funded programs, NGOs, or multi-stakeholder environments is an added advantage
• Experience supporting audits and compliance reviews is desirable