Supervisor- Human Resources at Digital Divide Data (DDD Kenya)

Job Description

• We are seeking a HR Supervisor to oversee day-to-day HR operations, coordinate HR administration, and support employees throughout their journey with us. Reporting to the Senior HR Manager, the Supervisor will help ensure efficient HR processes and a positive employee experience.

Key Responsibilities

Recruitment, Selection & Onboarding

• Coordinate recruitment activities, including advertising vacancies, screening applications, and arranging interviews.
• Facilitate relevant background checks and academic verifications in line with data protection requirements and company procedures.
• Deliver welcoming onboarding and orientation sessions to help new employees settle into their roles.

Employment Contract Administration

• Prepare and issue employment contracts using approved templates and in line with applicable labour laws and internal approvals.
• Track contract expiry dates and coordinate timely renewal reviews and communication of approved decisions.

Payroll Administration

• Consolidate and verify monthly payroll inputs, process payroll, and submit it for review and approval within agreed timelines.
• Respond to employee payroll queries promptly and accurately while maintaining confidentiality.

Performance Management

• Coordinate the performance review cycles, following up on timely completion of assessments.
• Compile and validate monthly, quarterly, and annual performance scores and prepare reports for management review

Employee Welfare, Health & Safety

• Coordinate workplace injury reporting and WIBA claims, liaising with employees, insurers, and the relevant authorities.
• Facilitate the processing of medical expense claims arising from work-related injuries in line with applicable requirements.
• Organize required workplace health and safety training with the relevant teams and qualified providers.
• Coordinate workplace safety inspections, track follow-up actions, and maintain compliance records.

Employee Relations & Grievance Management

• Serve as an approachable point of contact for employee concerns, documenting grievances and supporting impartial preliminary fact-finding.
• Facilitate resolution where appropriate and escalate sensitive or complex matters to the Senior HR Manager.
• Coordinate disciplinary processes in line with the Employment Act, 2007, company policies, and fair hearing requirements.
• Maintain confidential case records and report recurring issues to support improvements in the workplace.

HR Systems & Employee Records

• Keep employee information and employment status changes accurate and up to date in the HR information system (HRIS).
• Conduct regular data checks to maintain reliable records and support audit readiness.
• Handle employee information securely and confidentially, in line with data protection requirements

Qualifications

• Education: Bachelor’s degree in Human Resource Management, or a related field supported by a recognised professional qualification in HR.
• Professional Standing: Membership of IHRM in good standing
• Experience: At least six years of progressive HR experience, including 2 years in a supervisory or HRO operations role with responsibility for coordinating team activities.
• HR Operations: Demonstrated experience in recruitment, onboarding, employment contract administration, employee relations, and performance review coordination.
• Payroll: Hands-on experience preparing, processing, and reconciling monthly payroll, validating statutory deductions, and resolving employee payroll queries.
• Labour Law & Compliance: Strong practical knowledge of Kenyan employment laws, fair disciplinary and grievance procedures, data protection, WIBA administration, and occupational safety and health requirements.
• Systems & Reporting: Proficiency in HRIS, Microsoft Excel. Experience with PTS and biometric timekeeping systems is an added advantage.
• Accuracy & Confidentiality: Strong numerical accuracy, sound judgement, discretion when handling sensitive information, and the ability to maintain complete, accurate, and audit-ready records.
• BPO Experience is an added advantage