Human Resources and Administration Officer at Federation of Women Lawyers in Kenya (FIDA-Kenya)

Job Summary

• The Human Resources & Administration Officer will provide operational leadership in the management of human resources and office administration functions. The role is responsible for supporting the employee lifecycle, ensuring compliance with employment legislation and organizational policies, fostering a positive workplace culture, and coordinating administrative services that facilitate efficient organizational operations.

Duties & Responsibilities
Human Resource Management

• Coordinate end-to-end recruitment and selection processes, including advertising vacancies, coordinating interviews, conducting reference checks and onboarding successful candidates.
• Maintain accurate and confidential personnel records and HR information systems.
• Administer employee contracts, confirmations, leave, probation and separation processes.
• Coordinate staff induction and orientation programmes.
• Support implementation of the performance management system, including appraisal processes and follow-up on performance improvement plans.
• Coordinate staff learning and development initiatives and maintain training records.
• Support employee engagement, staff wellness and workplace culture initiatives.
• Administer staff medical insurance and other employee benefits in liaison with service providers and the Finance Department.
• Coordinate payroll inputs and ensure timely submission of HR information affecting payroll.
• Guide staff on HR policies, procedures and employment-related matters.
• Support disciplinary and grievance management processes in accordance with organizational policies and Kenyan labour laws.
• Ensure compliance with statutory employment obligations and organizational HR policies.

Administration

• Coordinate office administration services to ensure a safe, efficient and conducive working environment.
• Oversee office maintenance, utilities, security, cleaning services and office supplies.
• Coordinate travel, accommodation and logistical arrangements for meetings and organizational events.
• Support asset management by maintaining accurate inventory records.
• Coordinate occupational safety and health compliance initiatives.
• Liaise with external service providers to ensure quality and timely service delivery.
• Support procurement processes in accordance with organizational policies by coordinating administrative requirements and documentation.

Compliance and Organizational Support

• Ensure compliance with relevant labour legislation and internal policies.
• Support implementation of safeguarding, diversity, equity and inclusion initiatives.
• Prepare periodic HR and administration reports for management.
• Contribute to continuous improvement of HR and administrative systems and processes.
• Perform any other duties as may be assigned by the Executive Director.

Person Specifications
The successful candidate should possess:

• Academic and Professional Qualifications
• Bachelor's Degree in Human Resource Management, Business Administration (Human Resource Option), Commerce (Human Resource Option) or a related field.
• Certified Human Resource Professional (CHRP-K) qualification.
• Valid membership with the Institute of Human Resource Management (IHRM).
• A postgraduate qualification in Human Resource Management or a related field will be an added advantage.

Experience

• At least three (5) years of progressive experience in Human Resource and Administration.
• Experience working in the NGO, development or non-profit sector will be an added advantage.