Job Opening at Reeds Africa Consult

Role Summary

• We are looking for a legally trained professional to fill a unique hybrid role. You will handle low-level legal work (contract review, compliance checks, legal research) while also supporting the sales lifecycle from assisting with bid submissions and contract administration to handling sales administrative tasks and acting as a bridge between the sales and legal teams.

Job Description

Sales Administration & Contract Management

• Act as the first point of contact for the sales team on contract status, documentation, and administrative queries.
• Manage CRM updates by inputting contract data, tracking deal progress, and generating sales performance reports.
• Prepare and maintain sales folders, order forms, change requests, and customer documentation post-signature.
• Monitor contract lifecycles by flagging renewal and expiry dates, ensuring timely follow-ups, and maintaining contract repositories.
• Liaise between the sales and legal teams to escalate complex issues and ensure smooth resolution.
• Support customer engagement by handling basic queries and documentation requests promptly.

Bid & Tender Support

• Assist in preparing and submitting responses to RFPs, RFQs, and ITTs.
• Coordinate with sales, finance, and technical teams to gather bid inputs.
• Ensure bids meet both commercial and legal compliance requirements.
• Maintain a bid library containing case studies, certifications, and standard clauses for quick reference.

Legal Support

• Review, format, and track NDAs, low-risk amendments, and standard customer contracts.
• Assist with legal due diligence for new clients and vendors under supervision.
• Conduct basic legal research, including regulatory updates relevant to sales activities.
• Support the legal team with document execution, filing, and record management.

Job Requirements

Qualifications & Experience

• Bachelor’s degree in Law (LLB) or an equivalent legal qualification.
• 1–3 years of post-qualification experience, or a law graduate with relevant commercial exposure.
• Strong understanding of contract administration and sales processes.
• Experience with bid/tender processes and CRM/document management systems.
• Paralegal or in-house legal internship experience is preferred.
• Excellent organizational and time-management skills, with the ability to handle multiple sales deliverables under tight deadlines.

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Role Purpose

• We are seeking HR Associate to be deployed to our client sites on an outsourced basis. In this role, you will act as the on-site HR support person, providing day-to-day administrative and operational assistance. You will execute routine HR tasks, maintain records, assist with recruitment coordination, manage employee queries, and ensure smooth HR operations under the guidance of a senior HR manager (either from Reeds or the client).

Job Description

HR Administration & Record Keeping

• Maintain and update employee personnel files (both physical and digital).
• Ensure all HR documents (contracts, offer letters, leave forms, disciplinary records) are properly filed and easily retrievable.
• Prepare routine HR letters (e.g., confirmation, promotion, warning, transfer).
• Manage employee data entry into the HRMIS (e.g., new hires, leavers, transfers).

Recruitment Support

• Post job advertisements on job portals and social media as instructed.
• Screen CVs against basic role requirements.
• Coordinate interview schedules (booking rooms, contacting candidates, sending invites).
• Assist in reference checks and document verification.
• Prepare new hire onboarding packs and facilitate orientation logistics.

Attendance & Leave Management

• Track employee attendance, absenteeism, and lateness using biometric systems or timesheets.
• Manage leave applications and maintain the leave balance tracker.
• Prepare monthly attendance reports for payroll processing.

Payroll Support

• Collect and verify payroll inputs (overtime, allowances, deductions, new hires, exits).
• Submit accurate and timely payroll data to the payroll processor.
• Distribute pay slips to employees.

Employee Relations Support

• Serve as the first point of contact for basic employee queries (leave, pay, policies).
• Schedule disciplinary hearings and take minutes during proceedings.
• Issue simple warning letters as directed by the HR manager.
• Assist in organizing employee engagement activities (team building, staff meetings, wellness days).

Performance Management Support

• Distribute performance review forms to employees and line managers.
• Track and follow up on timely submission of completed performance appraisals (monthly, quarterly, or annual as per client policy).
• Maintain a performance management tracker (scores, ratings, completion rates).
• Schedule performance review meetings between employees and supervisors.
• Assist in compiling performance improvement plan (PIP) documentation as directed.
• Provide basic reminders and guidance to staff on how to complete self-assessments.
• File all performance appraisal records in employee personnel files.
• Generate basic performance completion reports for the HR manager.

Compliance Support

• Ensure new hires submit all statutory deduction details (SHA, NSSF, KRA PIN).
• Maintain a tracker for contract renewals and fixed-term end dates.
• Assist in preparing documentation for labor office audits.

Reporting

• Prepare daily/weekly basic HR reports (attendance summary, new hires, exits, leave status).

Job Requirements

Qualifications & Requirements

• Diploma or Degree in Human Resource Management, Business Administration, or a related field.
• CHRP or Ongoing.
• 2 – 3 years of experience in an HR administrative role.
• Internships or attachment in an HR department will be considered.
• Experience in a fast-paced environment is preferred.