Careers at Stratostaff

ROLE PURPOSE 

The Executive Assistant will provide comprehensive executive and administrative support to the Acting Chief Executive Officer and Directors by managing complex schedules, coordinating executive priorities, facilitating communication, and ensuring the efficient operation of the Executive Office.

The role serves as a trusted partner to senior leadership, anticipating business needs, coordinating high-level engagements, preparing executive documentation, and managing confidential information with the highest level of professionalism and discretion. The incumbent will act as a central point of coordination between the Executive Office, internal teams, external stakeholders, regulators, and the Board, ensuring seamless execution of executive responsibilities and organisational priorities. 

DUTIES AND RESPONSIBILITIES   

Executive Office Management

• Manage the calendars, appointments, meetings, and travel schedules of the Acting Chief Executive Officer and Directors, ensuring optimal use of executive time.
• Coordinate competing priorities and proactively manage changes to schedules while maintaining alignment with business objectives.
• Act as the primary point of contact for the Executive Office, managing correspondence, enquiries, and requests with professionalism and sound judgement.
• Maintain an organised system for executive documentation, correspondence, and records.

Executive Coordination

• Coordinate executive meetings, Board meetings, management meetings, and strategic engagements.
• Prepare meeting agendas, board packs, presentations, reports, minutes, and action trackers.
• Monitor the implementation of agreed action points and follow up with responsible stakeholders to ensure timely completion.
• Coordinate logistics for executive meetings, conferences, workshops, and stakeholder engagements.

Stakeholder Management

• Build and maintain effective working relationships with internal and external stakeholders on behalf of the Executive Office.
• Facilitate communication between senior leadership and business units while maintaining professionalism and confidentiality.
• Coordinate engagements with regulators, investors, clients, service providers, and other strategic partners as required.
• Represent the Executive Office with courtesy, diplomacy, and sound professional judgement.

Executive Administration

• Draft, review, and format executive correspondence, reports, presentations, speeches, briefing notes, and other business documentation.
• Conduct research and compile information required to support executive decision-making.
• Maintain confidential executive records and ensure information is handled securely and appropriately.
• Support the preparation of executive reports and business updates for internal and external stakeholders.

Governance and Compliance Support

• Support the coordination of Board and Committee documentation in accordance with governance requirements.
• Maintain accurate records of resolutions, approvals, and executive decisions.
• Monitor key reporting deadlines and ensure required documentation is submitted within agreed timelines.
• Support governance activities by maintaining accurate records and facilitating effective document management.

Office Coordination

• Coordinate executive travel, accommodation, itineraries, and logistics.
• Manage executive office supplies, service providers, and administrative requirements.
• Identify opportunities to improve executive office processes and administrative efficiency.
• Provide administrative support for strategic projects and other assignments as delegated by the Ag. Chief Executive Officer.

MEASURABLE OUTCOME

• Executive calendars managed with minimal scheduling conflicts and effective prioritization of business commitments.
• Board and executive meeting documentation prepared accurately and circulated within agreed timelines.
• Action items arising from executive and Board meetings effectively tracked and followed through to completion.
• Executive correspondence, reports, and presentations prepared accurately and delivered within required deadlines.
• Confidential information managed with complete integrity and discretion.
• Executive travel and stakeholder engagements coordinated efficiently with minimal operational disruption.
• Improved responsiveness and efficiency of the Executive Office through effective coordination and administrative support.

Requirements

QUALIFICATIONS & EXPERIENCE

• Bachelor's degree in Business Administration, Commerce, Public Administration, Corporate Communications, or a related field.
• Professional certification in Executive Office Management, Corporate Governance, Project Management, or Business Administration is an added advantage.
• Minimum of eight years' experience providing executive support to Chief Executive Officers, Managing Directors, Board Chairs, or C-suite executives within a corporate environment.
• Previous experience supporting multiple senior executives simultaneously within financial services, investment banking, professional services, or similarly demanding corporate environments will be highly advantageous.
• Demonstrated experience coordinating Board meetings, preparing executive reports, managing confidential information, and supporting executive decision-making.
• Exceptional business writing, presentation preparation, minute-taking, and document management skills.
• Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, PowerPoint, Excel, and virtual collaboration platforms.

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DUTIES AND RESPONSIBILITIES   

Regulatory Compliance & Regulatory Engagement

• Ensure the organization complies with all applicable regulatory requirements, including the Capital Markets Act, CMA Regulations, NSE Rules, CDSC requirements, POCAMLA, AML/CFT legislation, and the Data Protection Act.
• Act as the primary liaison between the organization and regulatory authorities during inspections, licensing activities, statutory submissions, audits, and regulatory correspondence.
• Monitor regulatory developments and advise management on legislative changes that may affect the organisation's operations, products, and strategic initiatives.
• Prepare, review, and submit statutory returns, regulatory reports, and disclosures within prescribed timelines.
• Maintain accurate compliance registers, regulatory records, and documentation to support internal and external audits.

Enterprise Risk Management

• Develop, implement, and continuously improve the organisation's enterprise risk management framework.
• Identify, assess, monitor, and report operational, regulatory, financial, market, and reputational risks across all business functions.
• Conduct risk assessments for new products, services, business initiatives, and strategic projects before implementation.
• Recommend practical risk mitigation strategies that support commercial objectives while maintaining an appropriate risk appetite.
• Monitor key risk indicators and recommend corrective action where risk exposure exceeds approved thresholds.

Compliance Monitoring & Internal Controls

• Develop and implement the annual compliance monitoring program across all business functions.
• Conduct compliance reviews covering AML/CFT, Know Your Customer (KYC), market conduct, conflicts of interest, and regulatory obligations.
• Investigate compliance breaches, determine root causes, recommend corrective actions, and monitor implementation.
• Review and strengthen internal controls to improve governance, operational effectiveness, and regulatory compliance.
• Support internal and external audit engagements by providing accurate documentation and implementing agreed recommendations.

Governance, Advisory & Reporting

• Prepare periodic risk and compliance reports for Executive Management, Board Committees, and regulatory authorities.
• Present risk exposures, compliance trends, and emerging regulatory developments to senior management.
• Provide commercially practical compliance advice to business leaders during product development, transaction reviews, and strategic initiatives.
• Support the development, review, and implementation of organizational policies, procedures, and governance frameworks.
• Participate in governance committees and contribute to the continuous improvement of organizational risk management practices.

Training & Risk Awareness

• Develop and deliver compliance and risk awareness programs across the organization.
• Facilitate induction and refresher training on regulatory compliance, AML/CFT requirements, ethical conduct, and governance.
• Promote a proactive risk culture by increasing awareness of regulatory obligations and organizational policies.
• Support business leaders in embedding risk management and compliance responsibilities within their respective teams. 

MEASURABLE OUTCOME

• Achieve 100% on-time submission of all statutory returns and regulatory reports.
• Maintain compliance with all applicable regulatory requirements and minimize regulatory findings, penalties, or sanctions.
• Complete the annual compliance monitoring program within approved timelines.
• Maintain current enterprise risk registers and key risk indicators across all business functions.
• Improve the effectiveness of internal controls through timely implementation of agreed corrective actions.
• Deliver accurate and timely risk and compliance reports to Executive Management and Board Committees.
• Complete enterprise risk assessments for all new products, strategic initiatives, and material business changes before implementation.
• Deliver annual compliance and risk awareness training to all relevant employees.

KEY COMPETENCIES

• Regulatory Compliance
• Risk Management
• Commercial Acumen
• Analytical Decision Making
• Stakeholder Management
• Governance & Controls

Requirements

QUALIFICATIONS & EXPERIENCE

• Bachelor's degree in Law, Finance, Business Administration, Economics, Risk Management, Accounting, or a related discipline.
• CMA Compliance Certification or another CMA-recognised compliance qualification is mandatory.
• Professional qualifications such as ICA, ACAMS, CFA, ACCA, CPA (K), or FRM will be an added advantage.
• Minimum of 4–6 years' experience in Risk and Compliance within an investment bank, stockbroker, fund manager, investment adviser, or another CMA-licensed financial institution.
• Strong working knowledge of the Capital Markets Act, CMA Regulations, NSE Rules, CDSC requirements, POCAMLA, AML/CFT legislation, and the Data Protection Act.
• Demonstrated experience managing regulatory relationships, compliance monitoring programs, statutory reporting, and enterprise risk management frameworks.
• Experience developing internal controls, governance frameworks, and organizational policies.
• Strong analytical, stakeholder management, report writing, and decision-making skills.
• Proficiency in Microsoft Office applications. Experience using Governance, Risk and Compliance (GRC) systems will be an added advantage

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ROLE PURPOSE 

• The Interim Human Resource Business Partner will lead a comprehensive review of the organisation's Human Resources function, evaluating existing people practices, governance structures, documentation, and employee performance frameworks to ensure alignment with business objectives and regulatory expectations.
• The role will focus on strengthening HR governance by reviewing employment contracts, employee files, statutory compliance, HR policies, performance management processes, job documentation, and employee accountability structures. The incumbent will be working closely with Executive Management and departmental leaders by establishing practical frameworks that ensure every employee understands their role, responsibilities, key performance indicators, regulatory obligations, and contribution to organisational success.
• The assignment is expected to leave behind a well-governed, compliant, measurable, and scalable HR function capable of supporting the organisation's continued growth.

DUTIES AND RESPONSIBILITIES   

HR Governance Audit

• Conduct a comprehensive audit of the Human Resources function to assess compliance with employment legislation, internal governance requirements, and organisational best practice.
• Review existing HR policies, procedures, manuals, templates, and documentation, identifying gaps and recommending improvements.
• Evaluate HR operational processes to strengthen governance, consistency, accountability, and risk management.
• Develop an implementation roadmap for addressing identified HR governance gaps.

Employment Documentation and Contract Compliance

• Review all employee contracts to ensure compliance with Kenyan employment legislation and organisational requirements.
• Audit employee personnel files to confirm completeness, accuracy, statutory documentation, and compliance with internal standards.
• Identify documentation gaps and oversee the regularisation of employment records.
• Develop document control standards that improve consistency and audit readiness.

Performance Management and Accountability

• Review the existing performance management framework and recommend improvements that promote accountability and measurable performance.
• Develop clear Key Performance Indicators (KPIs) and Key Result Areas (KRAs) for all roles in collaboration with departmental leaders.
• Support the cascading of organisational objectives into departmental and individual performance measures.
• Develop structured appraisal processes, performance review documentation, and performance improvement guidelines.
• Support managers in implementing objective and measurable performance discussions.

Regulatory Compliance and Organisational Readiness

• Review employee awareness of regulatory obligations relevant to their respective functions.
• Partner with departmental leaders to ensure employees understand their responsibilities, compliance obligations, and how their roles contribute to organisational objectives.
• Recommend training and awareness initiatives that strengthen regulatory compliance and governance culture.
• Support management in preparing HR documentation required for internal and external audits where applicable.

Organisation Structure and Role Clarity

• Review job descriptions across the organisation to ensure they accurately reflect current responsibilities, reporting lines, and business requirements.
• Assess organisational structure and recommend improvements that strengthen accountability and operational efficiency.
• Ensure every position has clearly defined responsibilities, reporting relationships, performance expectations, and measurable deliverables.

HR Compliance Monitoring

• Develop HR compliance checklists, monitoring tools, and reporting mechanisms that support continuous compliance.
• Establish HR dashboards and reporting metrics that enable management to monitor people performance, compliance, and organisational effectiveness.
• Recommend practical governance controls that strengthen HR risk management.
• Provide periodic reports to Executive Management on audit findings, compliance status, progress against recommendations, and key HR risks.

MEASURABLE OUTCOME

• Completion of a comprehensive HR audit with a detailed gap analysis and implementation roadmap.
• 100% review of employee contracts, personnel files, and statutory employment documentation.
• Updated HR policies, procedures, and governance documentation aligned with organisational and regulatory requirements.
• Clearly defined KPIs and KRAs implemented across all functions.
• A structured performance management and appraisal framework established and adopted.
• Improved employee understanding of individual responsibilities, performance expectations, and contribution to organisational objectives.
• Strengthened HR compliance, governance, and organisational audit readiness.
• Implementation of HR monitoring tools and compliance reporting mechanisms.

KEY COMPETENCIES

• Performance Management
• Stakeholder Advisory 
• Risk Management 
• Organisational Effectiveness 
• Planning and Organisation 
• Analytical Thinking 

Requirements

QUALIFICATIONS & EXPERIENCE

• Bachelor's degree in Human Resource Management, Business Administration, Law, Industrial Psychology, or a related discipline.
• Professional qualification such as CHRP(K), IHRM, CIPD, SHRM, or an equivalent HR certification.
• Minimum of seven years' progressive Human Resources experience, including significant exposure to HR governance, compliance, performance management, policy development, and organisational effectiveness.
• Experience conducting HR audits, reviewing HR systems, or implementing HR governance frameworks within regulated industries.
• Strong understanding of Kenyan employment legislation, HR compliance, and governance requirements.
• Experience designing performance management systems, KPIs, KRAs, and employee appraisal frameworks.
• Excellent analytical, report writing, stakeholder engagement, and change management skills.
• Ability to work independently while engaging effectively with senior management and business leaders.

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DUTIES AND RESPONSIBILITIES   

Talent Acquisition and Recruitment

• Lead recruitment activities for priority business roles including technical, operational, and support positions within agreed timelines.
• Manage the full recruitment lifecycle including sourcing, screening, interview coordination, candidate assessment, and onboarding support.
• Develop talent pipelines and improve recruitment turnaround times to support business continuity and workforce growth.
• Support workforce planning discussions with departmental leaders to identify hiring priorities and staffing requirements.

Employee Relations and HR Advisory

• Support the management of disciplinary processes, employee grievances, workplace investigations, and employee relations matters.
• Provide HR advisory support to management and employees in line with Kenyan labour laws and internal policies.
• Review current employee relations processes and recommend improvements to strengthen compliance and consistency.
• Support the development of practical employee relations guidelines and documentation.

HR Policy Review and Compliance

• Review and assess existing HR policies, procedures, and documentation and recommend updates where necessary.
• Support the implementation and communication of revised HR policies and procedures across the organisation.
• Assist in strengthening HR governance, documentation standards, and compliance processes.
• Support HR audits and compliance initiatives to maintain alignment with employment legislation and organisational requirements.

Performance Management and Organisational Support

• Develop and recommend a practical performance management framework suitable for gradual implementation across the organisation.
• Support management teams in establishing employee performance tracking and accountability structures.
• Assist in identifying HR process improvement opportunities that support organisational efficiency and scalability.
• Support the gradual development and strengthening of the HR function as the business continues to grow.

HR Operations and Administration

• Provide day to day operational HR support across the employee lifecycle.
• Maintain accurate HR records and support reporting requirements.
• Coordinate HR administration activities and support smooth HR service delivery across departments.
• Collaborate with finance and operational teams to support workforce and HR operational requirements.

MEASURABLE OUTCOME

• Successful recruitment and onboarding of priority business roles within agreed timelines.
• Completion of HR policy review and submission of recommendations for implementation within the first 6 months.
• Development of a practical performance management structure for phased organisational rollout.
• Improved HR process consistency and compliance with Kenyan labour laws and internal policies.
• Strengthened employee relations processes and reduction in HR operational gaps.
• Improved recruitment turnaround time and HR service delivery across the organisation.

Requirements

QUALIFICATIONS & EXPERIENCE

• Bachelor’s degree in Human Resource Management, Business Administration, Psychology, or a related field.
• Professional HR certification such as CHRP(K), IHRM, CIPD, or equivalent is an advantage.
• Minimum of five years of progressive HR experience with strong exposure to recruitment, employee relations, and HR operations.
• Demonstrated experience operating as an HR generalist within a fast paced or growing organisation.
• Strong understanding of Kenyan labour laws, disciplinary processes, and HR compliance requirements.
• Experience in banking, financial services, professional services, or corporate environments is an advantage.
• Experience reviewing HR policies and supporting performance management initiatives.
• Strong stakeholder management, organisational, and communication skills.
• Ability to work independently and manage multiple priorities within a lean HR environment.

KEY COMPETENCIES

• Talent Acquisition and Recruitment
• Employee Relations Management
• HR Policy Review and Compliance
• Performance Management
• Labour Law Knowledge
• Stakeholder Engagement
• Communication and Interpersonal Skills
• Problem Solving and Decision Making