Human Resource Officer at Flexi-Personnel

Flexi Personnel Limited is seeking to recruit a Human Resources Officer. The successful candidate will be responsible for managing and supporting the full range of HR activities for  employees while ensuring compliance with applicable employment laws, company policies, client requirements, and internal procedures.

The role will serve as a key link between the outsourcing company, client organizations, supervisors, and outsourced employees, ensuring that employee matters are handled professionally, promptly, and in accordance with agreed service standards. 

Duties and Responsibilities

• Manage the day-to-day HR administration of outsourced employees assigned to various client organizations.
• Maintain accurate and up-to-date employee records, contracts, personal files, and HR documentation.
• Ensure employees receive and understand their employment contracts, policies, procedures, and other relevant documentation.
• Monitor contract commencement, renewal, expiry, transfer, and termination dates.
• Coordinate employee deployment, onboarding, transfers, and exits in liaison with clients.
• Respond to employee HR queries and ensure timely resolution or escalation where necessary. Assist in identifying attendance or leave issues requiring HR intervention.
• Liaise with HR Manager to obtain approved manpower requests, job descriptions, budgets, and recruitment requirements.
• Ensure all required pre-employment documentation is obtained before onboarding.
• Coordinate onboarding and induction of new outsourced employees.
• Ensure employees are properly introduced to client policies, workplace requirements, and applicable HR procedures.
• Assist in collecting and verifying monthly payroll inputs.
• Review attendance, leave, overtime, allowances, deductions, and other payroll-related information before submission.
• Escalate complex employee relations matters to the HR Manager for disciplinary action.
• Respond to routine employee HR queries professionally and promptly.
• Communicate HR processes and requirements to employees clearly.
• Follow up with employees on outstanding documentation and HR actions.
• Work closely with supervisors and client representatives to ensure attendance and leave records are accurate.
• Assist in preparing reports on headcount, attendance, leave, employee movements.
• Managing of Personal Protective Equipment (PPEs) issued to employees.
• Review attendance, overtime, allowances, deductions, leave, new hires, exits, and other payroll-related inputs before submission.
• Ensure proper clearance procedures are completed.
• Maintain proper documentation for audit and compliance purposes.
• Perform any other duties reasonably assigned by the HR Manager

Qualifications and Experience

• Bachelor's degree or Diploma in Human Resource Management, Business Administration, Industrial Relations, or a related field.
• 3–5 years of relevant HR experience, preferably within an HR outsourcing, staffing, recruitment, or multi-client environment.
• Membership in a relevant professional HR body will be an added advantage.
• Good working knowledge of Kenyan employment laws and HR practices.
• Experience managing outsourced employees or multiple client accounts will be highly desirable.
• Experience with payroll processes and HRIS systems.
• Strong proficiency in Microsoft Office, particularly Excel and Word.

 Key competencies

• Strong attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive employee information.
• Good organizational and time-management skills.
• Ability to work independently and as part of a team.
• Strong follow-up and coordination skills.
• Ability to manage multiple tasks and meet deadlines.
• Good problem-solving and analytical skills.
• Professional and approachable manner.
• High level of integrity and accountability.