Human Resources and Administration Officer at Digital Opportunity Trust (DOT)

• The Human Resources and Administration Officer will provide day-to-day support to the HR and Administration function of DOT. The role focuses on employee onboarding, leave (PTO) tracking, staff support, employee benefit administration and general HR administration.

Key Responsibilities

• Employee Onboarding and Records
• Support the onboarding process for new employees
• Assist in collecting and filing employee documentation
• Help coordinate HR orientation sessions for new staff
• Leave (PTO) and Attendance Tracking
• Maintain accurate records of employee leaves
• Track leave requests and approvals
• Assist employees with leave application processes and balance inquiries
• Prepare basic attendance and leave reports for review
• Employee Support and Point of Contact
• Act as the first point of contact for routine HR and administrative questions among employees based in Africa
• Direct employees to relevant policies and procedures
• Escalate complex issues to the Senior HR Manager as needed
• HR and Administrative Support
• Maintain organized and confidential employee records
• Assist in updating HR databases and trackers
• Support performance review cycles through documentation and scheduling
• Draft basic HR correspondence such as confirmation letters, leave approvals, and internal memos
• Recruitment and Training Support
• Assist with recruitment activities, including job postings, scheduling interviews, and communicating with candidates
• Support the coordination of trainings, workshops, and staff meetings
• Compliance and Office Administration
• Assist in ensuring HR processes align with employment legislation and policies
• Support payroll preparation by updating employee data and leave records
• Provide general office and administrative support, including filing, procurement support, and inventory tracking
• Travel Management
• Coordinate travel logistics in line with organizational policies
• Maintain accurate travel records and documentation
• Support visa processing and related compliance requirements
• Arrange accommodations, transportation, and related travel services in collaboration with country teams
• Review travel expenses and coordinate approvals and payments
• Ensure appropriate travel insurance and traveller readiness
• Provide guidance on cash advances and expense claims
• Prepare travel briefings and welcome materials for events

Qualifications and Experience

• A resident of Nairobi, Kenya, and able to legally work in Kenya;
• Bachelor’s degree preferably with a specialization in Human Resource Management
• Membership with IHRM is an asset
• 2+ years of relevant HR experience
• Strong organizational and administrative skills
• Good communication and interpersonal abilities
• Attention to detail and ability to handle confidential information
• Foundational computer skills, including Google Suite, MS Word, Excel and HRIS
• Willingness to learn and work in a team-oriented environment
• Experience supporting employees across multiple African countries is considered an asset