Senior HR Operations & Compliance Officer (Floriculture) at Stratostaff

DUTIES AND RESPONSIBILITIES:    

HR Administration & Employee Lifecycle Management

• Coordinate end-to-end recruitment processes including job postings, candidate screening, interview scheduling, and documentation
• Manage new employee onboarding and induction programs, ensuring all documentation is completed accurately and filed appropriately
• Process employee exits including clearance procedures, final settlements, and exit interviews
• Maintain accurate and up-to-date employee files (both physical and digital) in compliance with data protection and company standards
• Prepare and process all employment contracts, contract renewals, amendments, and termination letters with precision

Payroll, Time & Attendance Management

• Coordinate monthly payroll processing, ensuring accuracy in salary calculations, deductions, statutory payments, and benefits
• Track and monitor daily staff attendance, manage authorized and unauthorized absences, and maintain accurate attendance records
• Administer leave management systems including annual leave, sick leave, maternity/paternity leave planning and tracking
• Process and coordinate employee benefits including medical insurance claims, school fees reimbursements, and other entitlements

Compliance & Statutory Requirements

• Ensure compliance with Kenyan labor laws, employment regulations, and all statutory requirements (NSSF, NHIF, PAYE, NITA, etc.)
• Maintain all statutory licenses and registrations, tracking renewal dates and ensuring timely submissions
• Prepare documentation and coordinate internal audits (IFC/Adenia) and external audits (KFC, MPS, certification bodies)
• Monitor changes in employment legislation and finance bills, updating policies and procedures as required
• Serve as ESG Compliance Officer, ensuring adherence to investor ESAP requirements and managing ESG risk mitigation actions
• Process work permits for expatriate employees and coordinate HELB and NITA reimbursements

Employee Relations & Grievance Management

• Handle grievance and disciplinary cases in accordance with company policy and legal requirements, maintaining detailed case documentation
• Coordinate and prepare documentation for monthly union-management meetings
• Maintain professional working relationships with union representatives, Labour Office, AEA, FKE, and other stakeholders
• Provide administrative support for conflict resolution processes and workplace investigations
• Coordinate staff welfare and gender committee activities'

Health, Safety & Workplace Records

• Maintain PPE database ensuring all employees have required protective equipment and tracking issuance and replacement
• Keep accurate records of workplace accidents, sick-offs, and occupational health incidents
• Provide administrative support to Health & Safety, Fire Safety, and First Aid committees
• Administer workman compensation schemes and maintain records for civil suits related to employment matters
• Manage GLA insurance claims processing and documentation

Performance Management Support

• Coordinate performance appraisal cycles, tracking completion rates and maintaining appraisal records
• Monitor KPI tracking systems and provide reports on performance management metrics
• Identify employee training needs based on performance data and coordinate training logistics
• Administer Performance Improvement Plans (PIPs) ensuring proper documentation and follow-up

HR Systems, Documentation & Reporting

• Maintain HRIS (Human Resources Information System) ensuring data accuracy and integrity
• Keep company organogram current and ensure all job descriptions are up to date
• Implement and maintain soft filing systems and digital document management protocols
• Prepare regular HR reports including workforce analytics (headcount, attendance, turnover, sick-offs, etc.)
• Compile biannual HR board papers for presentation in June and December
• Review and update the Employee Handbook and company HR policies as needed

Budget Management & Third-Party Coordination      

• Prepare annual HR budget (staffing and materials) and monitor expenditure against approved limits
• Manage relationships with third-party service providers (canteen, pension administrators, insurance) ensuring service quality
• Coordinate with the company daycare center on administrative matters

Process Improvement & Special Projects

• Identify inefficiencies in HR processes and recommend practical improvements to enhance service delivery
• Support the implementation of HR system improvements and digitization initiatives
• Participate in cross-functional projects such as monthly farm compound inspections with the maintenance manager
• Ensure transparent internal communication on HR matters across the organization

KEY COMPETENCIES:

• Exceptional attention to detail and accuracy in documentation and record-keeping
• Strong organizational and time management skills with ability to manage multiple priorities
• Excellent problem-solving abilities and process improvement mindset
• High level of integrity, confidentiality, and professional ethics
• Strong interpersonal and communication skills (written and verbal)
• Analytical skills with ability to generate meaningful HR metrics and reports
• Proactive and self-motivated with ability to work independently
• Compliance-focused with thorough understanding of regulatory requirements
• Ability to handle sensitive information with discretion
• Results-oriented with commitment to delivering quality work within deadlines

Requirements

• Bachelor's degree in Human Resource Management, Business Administration, or a related field
• CHRP (Certified Human Resource Professional) certification or equivalent HR professional certification is required
• Minimum 6-8 years of progressive HR experience
• Experience in floriculture, manufacturing, FMCG, agricultural, horticulture, or food production sectors is highly desirable
• Strong working knowledge of Kenyan labor laws, employment regulations, and statutory compliance requirements
• Demonstrated experience in handling employee relations, grievances, and working with unions
• Hands-on experience with HRIS systems and proficiency in MS Office Suite (particularly Excel for data management and reporting)
• Experience coordinating payroll processes and managing employee benefits administration