Human Resources and Organizational Development Officer at Action Aid

Job Summary

• The Human Resources and Organizational Development Officer (HROD Officer) provides operational and administrative support to the Human Resources and Organizational Development function at AAIK. The role supports the implementation of HR policies, procedures and people processes across the employee lifecycle and provides timely HR services to staff and management. The role maintains accurate personnel records and HRIS entries and supports recruitment, onboarding, performance management, learning and development, employee benefits, staff welfare and separation processes. The role works under the guidance of the HROD Manager and ensures that HR activities are implemented in accordance with the AAIK Human Resources Manual and applicable employment legislation in Kenya.

Supervisory Responsibilities

• None. The role may coordinate activities with staff, service providers and other stakeholders as delegated by the HROD Manager.

Duties/ Responsibilities

Human Resources and Organizational Development

Support the implementation of key Human Resource (HR) and Organizational Development (OD) activities, ensuring that AAIK complies with internal HR policies and procedures and relevant employment laws and regulations, including but not limited to:

• Supporting the employee life cycle within AAIK, including recruitment and induction, work permits, pay and benefits, performance management, employee wellbeing, retention and separation.
• Maintaining accurate and confidential personnel records, HR files and HRIS entries and ensuring that employee information is updated promptly.
• Supporting recruitment processes, including vacancy documentation, interview coordination, reference checks, pre-employment documentation and onboarding arrangements.
• Supporting the administration of probation, confirmation, contract renewals, transfers and other employee lifecycle processes.
• Supporting the annual performance management cycle, including communication of timelines, documentation, tracking and follow-up.
• Supporting staff learning and development initiatives, including training coordination, attendance records and evaluation.
• Providing accurate and timely HR information required for payroll processing and supporting administration of employee benefits, insurance and staff welfare schemes.
• Responding to routine employee HR requests and enquiries in a timely and professional manner and escalating complex or sensitive matters to the HROD Manager.
• Supporting HR compliance activities, including maintenance of compliance trackers and preparation of documentation for HR reviews and audits.
• Supporting HR and OD projects, staff engagement activities, surveys, workshops and other people-related initiatives as delegated by the HROD Manager.
• Coordinating routine communication with HR-related service providers, including insurance, medical, payroll and other providers, as delegated.
• Maintaining confidentiality and appropriate handling of employee information and reporting suspected breaches of HR policy, safeguarding requirements or applicable law through the appropriate channels.

Other Duties

• Support organization and coordination of relevant staff and organizational activities as assigned.
• Undertake other reasonable HR/OD-related tasks assigned by the HROD Manager.

Required skills/ abilities.

• Good working understanding of human resource principles, practices and procedures.
• Good verbal and written communication skills.
• Good interpersonal, people and relationship-management skills.
• Good organizational skills and attention to detail.
• Good time management skills with proven ability to meet deadlines.
• Ability to handle confidential and sensitive employee information with discretion.
• Ability to work effectively in a busy, multicultural and at times stressful environment.
• Proficiency with Microsoft Office applications, HRIS or related software.
• Strong service orientation, integrity and professional conduct.
• Ability to work collaboratively with staff and managers at different levels of the organization.

Education Experience

• Bachelor’s degree in Human Resources Management, Business Administration, Organizational Development, Social Sciences or a related field.
• At least 3 years’ relevant experience in human resources, preferably in a busy NGO/INGO or similarly structured environment.
• Membership of the Institute of Human Resource Management (IHRM) or relevant professional HR body is desirable.
• Practical experience in HR administration, recruitment, employee records, payroll/benefits support and performance management processes.
• Experience using an HRIS or other digital employee-records system is an advantage.

Key Performance Areas

• HR records and HRIS: accurate, complete and up-to-date personnel records and HRIS entries.
• Recruitment and onboarding support: recruitment and onboarding administration completed accurately and within agreed timelines.
• Employee lifecycle administration: contracts, probation, confirmations, renewals, transfers and exits properly documented and tracked.
• Payroll and benefits support: accurate HR inputs submitted within agreed timelines and discrepancies promptly identified and escalated.
• Performance and learning support: performance-cycle documentation and training coordination completed within organizational timelines.
• HR service delivery: staff enquiries responded to promptly and appropriately escalated where necessary.
• Compliance and confidentiality: HR activities and employee information handled in accordance with AAIK policies and applicable requirements.

Decision-Making / Accountability

• Works within approved AAIK HR policies, procedures, delegated authority and applicable Kenyan employment requirements.
• Provides accurate HR information and operational support within the scope of the role.
• Escalates complex, sensitive, disputed or high-risk HR matters to the HROD Manager.
• Does not independently approve disciplinary action, payroll exceptions, changes to employment terms, policy changes or recruitment appointments reserved for management or delegated authority.
• Accountable for accuracy, confidentiality, timeliness and quality of assigned HR administration and records.