. This role involves acting as the point of contact for HR-related inquiries from employees, external partners, and vendors, ensuring smooth HR operations, and fostering a positive work environment.
- Minimum Qualification :Bachelors
- Experience Level :Mid level
- Experience Length :3 years
Location: Kabete, Kiambu
Reports to: HR & OD Consultant
Employment Type: Full-Time
Role Purpose
The HR & Administration Coordinator will provide comprehensive HR administrative support to the HR & OD Consultant on a daily basis and contribute to the long-term development and effectiveness of the HR department. This role involves acting as the point of contact for HR-related inquiries from employees, external partners, and vendors, ensuring smooth HR operations, and fostering a positive work environment. The Coordinator will assist with various HR functions such as recruitment, employee onboarding, performance management, benefits administration, compliance, and general administrative duties.
Key Responsibilities
HR Administration & Support
- General HR Support: Assist with the day-to-day HR activities, including employee records management, documentation, and correspondence.
- Query Resolution: Serve as the first point of contact for employees and external partners regarding HR-related queries and issues, providing timely and accurate responses and escalating to the HR & OD Consultant for resolution.
- Data Management: Maintain accurate and up-to-date employee records, ensuring confidentiality and compliance.
- HR Documentation: Draft HR-related documents such as employment contracts, offer letters, and internal memos for finalization by the HR & OD Consultant.
- Internal Communication: Communicate HR policies, updates, and information effectively to employees, ensuring clarity and alignment.
Recruitment & Onboarding
- Recruitment Coordination: Assist with the recruitment process by posting job advertisements, reviewing applications, scheduling interviews, and coordinating candidate communication.
- Onboarding & Orientation: Support the onboarding process for new hires, ensuring they receive all necessary materials, introductions, and guidance for a smooth transition into the organization.
- Pre-Employment Checks: Coordinate background checks, reference checks, and the collection of required documentation for new hires.
Employee Performance & Development
- Performance Management Support: Assist with tracking and scheduling performance reviews, as well as maintaining performance evaluation records.
- Training & Development: Coordinate internal and external training sessions and development programs for employees as needed.
- Employee Engagement: Support HR initiatives aimed at improving employee satisfaction, retention, and morale.
Benefits & Payroll Administration
- Benefits Administration: Assist with the administration of employee benefits programs (e.g., health insurance, pension schemes), ensuring that all employees are enrolled and receiving their entitled benefits.
- Payroll Assistance: Assist the HR & OD Consultant with payroll preparation by providing necessary information and ensuring accuracy in payroll data prior to providing the same to the Finance Manager.
HR Compliance & Policies
- Policy Development Support: Assist with the development, review, and implementation of HR policies, ensuring they align with best practices and legal requirements.
- Record Keeping: Maintain records for statutory compliance (e.g., NSSF, SHIF, PAYE) and ensure all required documentation is filed accurately and timely.
Office & Administrative Support
- Office Administration: Assist with general office administrative duties such as managing office supplies, coordinating HR meetings, and liaising with other departments for operational needs.
- Event Coordination: Help organize company events and activities, including logistics and necessary arrangements.
Reporting & Analytics
- HR Reporting: Assist with generating HR reports on employee turnover, attendance, recruitment, and other HR metrics.
- Data Entry & Maintenance: Maintain data integrity and support reporting processes by ensuring accurate data entry and tracking within HR management systems.
Feedback and Communication
Internal Collaborations
- HR & OD Consultant: Work closely with the HR & OD Consultant to support the development, implementation, and continuous improvement of HR systems and processes. Regularly report on HR activities and provide administrative support for HR projects.
- Management Team: Partner with managers to address employee concerns, assist with performance management processes, and provide HR support related to workforce planning and development.
- Finance Department: Liaise with finance for payroll processing, benefits administration, and compliance with compensation-related matters.
- IT Department: Work with IT to ensure the HR software systems (HRIS, payroll systems, etc.) are functioning smoothly, and assist in system updates and troubleshooting.
- Employees: Serve as the point of contact for employees to address HR-related questions and concerns, and assist with internal communications and employee engagement activities.
External Collaborations
- Recruitment Agencies: Work with external agencies to source candidates for open positions, ensuring timely and efficient hiring processes.
- Vendors & Service Providers: Collaborate with third-party service providers, including benefits vendors (e.g., health insurance, pension providers), to ensure effective service delivery and problem resolution.
- Training and Development Partners: Collaborate with external training providers to arrange courses, workshops, and certification programs for employees.
Reporting
- Employee Turnover Report: Tracking and reporting employee exits (voluntary or involuntary), reasons for leaving, and retention metrics. 2. Recruitment and Onboarding Reports
- Recruitment Status Report: A summary of current recruitment process full-cycle
- Onboarding Completion Report: Tracking the status of onboarding activities for new hires
- Performance Appraisal Report: A summary of the performance reviews conducted, including dates, employee evaluations, and feedback.
- Training & Development Report: Tracking the training sessions provided to employees.
- Employee Engagement Report: A summary of employee engagement initiatives, including surveys, satisfaction levels, and the outcomes of engagement activities aimed at improving morale and retention.
- Benefits Enrollment Report: A report on employees enrolled in various benefits programs (health insurance, pension, etc.), tracking changes or updates to benefits status (e.g., new enrollments, terminations, or changes in coverage).
- HR Metrics Report: A summary of key HR metrics including recruitment effectiveness, turnover rates, employee demographics, and diversity data. This report can provide insight into trends and areas requiring attention or improvement.
- Data Integrity Report: A report ensuring the accuracy and consistency of data entered into HR management systems, particularly around employee records and payroll data.
- Policy Review & Implementation Report: Tracking the development, review, and implementation of HR policies, ensuring compliance with legal and best practice standards.
- Event Coordination Report: A report summarizing the events organized, including logistics, costs, and outcomes. This can also include feedback from employees on the success of the events and activities.
- Employee Query Resolution Report: Tracking HR-related queries raised by employees, their resolution status, and the response time. This helps monitor the effectiveness and timeliness of HR support.
Qualifications and Experience
Education
- Bachelor’s degree in Human Resources, Business Administration, or a related field.
- HR certification (e.g., CIPD, SHRM) is a plus.
Experience
- Bachelor’s degree in Human Resources, Business Administration, or a related field.
- HR certification (e.g., CIPD, SHRM) is a plus.
- Familiarity with HRIS (Human Resource Information Systems) and Applicant Tracking Systems (ATS).
- Basic understanding of HR regulations and best practices.
Skills & Competencies
- Proactive: Able to anticipate HR needs and take action without constant supervision.
- Customer-Oriented: A strong desire to support employees and provide excellent service internally and externally.
- Adaptability: Comfortable working in a dynamic environment and handling multiple tasks simultaneously.
- Team Player: Works collaboratively with team members, departments, and management to achieve HR and organizational goals.
- Confidentiality & Integrity: Maintains discretion and handles sensitive information with professionalism and care.
- Detail-Oriented: Able to manage and organize large amounts of data and tasks effectively.
Salary and Benefits
- Competitive salary.
- Opportunity to contribute to impactful agricultural and fraud mitigation solutions.
- Training and professional development opportunities for career growth.
