Senior HR & Administration Officer at The Green Belt Movement

Job Purpose

• The Senior Human Resource & Administration Officer is responsible for leading and managing the organization’s human resources and administrative functions to ensure operational efficiency, compliance with Kenyan labor laws and alignment with organizational strategy and values. The role oversees recruitment, employee relations, performance management, organizational development, administration, procurement oversight and office operations while promoting a positive, inclusive and high-performing workplace culture.

Key Responsibilities

Human Resource Management

Recruitment & Onboarding

• Coordinate end-to-end recruitment and selection processes in line with organizational policies and equal opportunity principles.
• Prepare and publish vacancy announcements through approved channels.
• Support hiring managers in workforce planning and candidate selection processes.
• Coordinate interview logistics, interview panels and candidate communication.
• Conduct reference and background checks where applicable and legally permissible.
• Prepare employment contracts, offer letters and onboarding documentation.
• Ensure all employee records and statutory documents are complete before onboarding.
• Maintain and monitor employee contract records and renewal timelines.
• Facilitate staff induction and orientation processes.

Employee Relations & HR Compliance

• Provide guidance to staff and management on HR policies, procedures and labor law matters.
• Support implementation of disciplinary and grievance procedures in compliance with Kenyan labor legislation and organizational policies.
• Maintain confidential employee records and HR documentation. 
• Ensure HR policies are reviewed periodically and updated in line with legal and organizational requirements.
• Promote compliance with safeguarding, diversity, equity, inclusion and anti-harassment policies.
• Coordinate internal HR and administration meetings.
• Support management in fostering positive employee relations and engagement.

Performance Management

• Coordinate the organization-wide performance management process.
• Support departments in developing Key Performance Indicators (KPIs) and performance targets
• Ensure timely completion of probation reviews and annual performance appraisals.
• Track employee performance improvement plans where applicable.
• Provide reports and analysis on performance management outcomes.

Learning & Development

• Identify staff training and development needs in collaboration with line managers.
• Develop and coordinate annual staff training plans and budgets.
• Liaise with accredited training institutions and regulatory bodies where required.
• Monitor training effectiveness and maintain training records.
• Coordinate staff wellness and employee engagement initiatives.

Compensation & Benefits Administration

• Prepare and validate payroll-related reports for submission to Finance.
• Ensure proper administration of employee benefits and statutory deductions.
• Support salary reviews, benchmarking exercises and job evaluations.
• Coordinate administration of staff medical insurance, pension, WIBA and other benefits
• Ensure timely processing of employee leave, overtime and related records.

HR Reporting & Organizational Development

• Prepare monthly and quarterly HR reports for management and reporting.
• Support development and implementation of HR strategies and annual work plans.
• Conduct employee engagement surveys and recommend improvement interventions.
• Support organizational culture and change management initiatives.
• Promote workforce planning and succession planning practices.

Staff Separation & Exit Management

• Coordinate employee exit processes including clearance, exit interviews and final documentation.
• Ensure compliance with statutory and contractual separation requirements.
• Maintain proper records of staff separations and turnover analysis.

Administration & Operations

Office Administration

• Ensure efficient day-to-day office operations and administrative support services.
• Supervise office maintenance, utilities, workspace management and office safety.
• Oversee management of office assets, inventory and supplies.

Procurement & Vendor Management

• Support procurement processes in compliance with organizational procurement policies and donor requirements.
• Maintain effective relationships with suppliers and service providers.
• Monitor vendor contracts and service-level performance.
• Ensure timely renewal of insurance policies, licenses and service agreements.

Fleet & Logistics Management

• Oversee vehicle fleet administration and transport coordination.
• Coordinate logistics for meetings, workshops, conferences and official travel.
• Ensure compliance with transport safety and vehicle maintenance requirements.

Team Leadership & Supervision

• Supervise and support administration and support staff.
• Conduct performance reviews, coaching, mentorship and capacity building for supervisees.
• Promote accountability, teamwork and continuous improvement.

Compliance & Risk Management

• Ensure compliance with organizational policies, donor requirements and applicable Kenyan laws.
• Maintain internal administrative controls and operational risk mitigation measures.
• Support safeguarding, occupational safety and business continuity initiatives.

Qualifications & Experience Education

• Bachelor’s Degree in Human Resource Management, Business Administration, or related field.
• Higher Diploma in Human Resource Management is an added advantage.
• Membership in the Institute of Human Resource Management (IHRM-K) or relevant professional body is preferred.

Experience

• Minimum of five (5) years’ progressive HR and administration experience, preferably within an NGO or development organization.
• Demonstrated knowledge of Kenyan labor laws and HR best practices.
• Experience in employee relations, performance management, recruitment and office administration.

Skills & Competencies

• Strong leadership and people management skills.
• Excellent communication and interpersonal skills.
• Strong organizational, analytical and problem-solving abilities.
• High level of integrity, professionalism and confidentiality.
• Ability to work in multicultural and fast-paced environments.
• Proficiency in HR systems and Microsoft Office applications.
• Commitment to diversity, equity, inclusion and safeguarding principles.