Human Resource and Administration Officer at Lutheran World Federation
JOB SUMMARY
The Human Resource & Administration Officer is
responsible for ensuring effective implementation of human resource policies,
systems, and practices at the field level, while providing structured
administrative and limited logistics support. The role places primary emphasis
on human resource management functions, including recruitment, staff welfare,
performance management, and compliance with Kenyan labour laws, while ensuring
that office operations and support services enable a safe, dignified, and
productive working environment.
DUTIES AND RESPONSIBILITIES
- Human
Resource Management (Primary Focus: 80%)
- Assist
and coordinate recruitment processes for national and incentive staff,
including requisitions, advertising, shortlisting, interviews, reference
checks, and onboarding.
- Prepare
and manage onboarding and induction processes for newly hired staff.
- Maintain
accurate and up-to-date staff personnel files in compliance with
organizational, donor, and legal requirements.
- Prepare,
renew, amend, and manage staff contracts and oversee exit and separation
processes.
- Monitor
probation periods and ensure timely probation reviews and confirmations.
- Track
and report staff movements and monthly HR data for payroll processing.
- Administer
staff leave, attendance, and absences in line with HR policies.
- Coordinate
performance management processes, including appraisals and follow-up
actions.
- Support
staff training, team building, learning, and capacity development
initiatives.
- Provide
first-line support on staff welfare, coaching, mentorship, and HR queries.
- Facilitate
disciplinary and grievance procedures in line with organizational policies
and Kenyan labour law.
- Coordinate
administration of staff benefits, including medical cover and insurance
schemes.
- Ensure
compliance with HR policies, safeguarding standards, code of conduct, and
occupational health and safety requirements.
- Prepare
HR reports for management and donors as required.
- Maintain
and update all staff files and general records in an organized manner for
easy information and record retrieval
- Administration
& Logistics oversight (Support Role: 20%)
- Provide
oversight of administrative and logistics functions to support smooth
office operations.
- Coordinate
staff travel arrangements, including accommodation and flight bookings for
leave and Rest & Recuperation (R&R).
- Manage
reception of visitors and facilitate access permits where applicable.
- Ensure
offices and staff quarters are maintained in a safe, secure, and habitable
condition in collaboration with the admin and logistic personnel.
- Assist
in organizing staff meetings and other office events as required.
- Ensure
organizational assets are adequately tracked, monitor usage, and oversee
repairs and maintenance to ensure longevity and accountability.
- Any
other HR, Administration, and Logistics duties as assigned.
QUALIFICATIONS & EXPERIENCE
- Bachelor’s
Degree in Human Resource Management, Business Administration, or a related
field.
- Minimum
of 4–5 years relevant work experience, preferably in a humanitarian or NGO
setting in a role that combines both HR Admin & Logistics work.
- Member
of the Institute of Human Resource Management (IHRM)
- Certified
Human Resource Professional of Kenya (CHRP-K)
- Strong
working knowledge of Kenyan labour laws and HR best practices.
Assistant Procurement Officer at Lutheran World Federation (LWF)
Advert Closing Date:4th February 2026
The Department of World Service (WS) of the Lutheran World
Federation (LWF) is the humanitarian and development arm of the Lutheran World
Federation. WS provides support to refugees, returnees, internally displaced
people, their host communities and communities at risk, focusing on
livelihoods, quality services, protection and social cohesion. The
Kenya-Somalia Program has been implementing such interventions in Kenya and
Somalia since 1992. The Lutheran World Federation, Kenya-Somalia Program is
seeking to recruit a National staff to fill the position of Assistant
Procurement Officer -Dadaab.
Unit Summary:
The LWF world service Procurement department is responsible
for implementing procurement, storage and inventory management
activities for Dadaab project.
Overall Purpose/Broad Function:
The purpose is to work & improve the proper operations,
management and functioning of the Procurement department work
closely with other departments.
Ensure adherence to guidelines, procedures and policies
drawn from the organizations procurement manual.
Key Duties and Responsibilities:
- Responsible
for managing all logistical aspects of the project, namely procurement,
transport and stores based on LWF/DWS policies and guidelines.
- Responsible
for ensuring project proposals and budgets reflect logistical
considerations
- Responsible
for developing and implementing procurement plans
- Coordinate
effective transport of project supplies and personnel; ensure all legal,
insurance and maintenance issues are properly addressed.
- Planning
and scheduling of transport, supervising transport staff and maintaining
proper records of vehicle maintenance and servicing
- Monitoring
the use of vehicles and ensuring adequate controls over the use and
movement of LWF/DWS vehicles.
- Ensure
integrity in the procurement process including quotation, negotiation,
award and management of supply and service contracts.
- Enhance
the control systems in procurement, transport, stores, by conducting
regular and timely checks and inspections.
- Responsible
for conducting timely performance evaluations for drivers and implementing
staff development plans.
- Provide
orientation to new staff and visitors on procurement issues for LWF Dadaab
field office.
- Prepare
weekly, monthly, quarterly and annual reports for transport, procurement
and warehousing activities and status or as may be requested from time to
time by the area manager.
- Sourcing
quotations from our pre- qualified suppliers and analyzing them.
- Ensuring
right descriptions of items and sample are provided where necessary
- Processing
documents for several signatures as required by the policy.
- Providing
Clerical services such as processing purchase order.
- Providing
systematic and organized filling system for all reports both in soft copy
and hard copy.
- Preparation
of payments on time such as forwarding all serviced invoices to Finance
for payments.
- Making
all follow ups with suppliers to supply goods within the time given.
- Sending
out tenders and preparation of selected tenders Contracts when necessary.
- Ensuring
the right goods are bought at the right quality and the right quantity.
- Making
follow ups to supplier’s payments to ensure that they are paid on time and
no delays in supplies
- Notifying
the program any changes in prices in the market.
- Issuing
of all ready Contracts and PO, s to the contractors and suppliers.
Supervisory Responsibilities:
- Ensure
integrity in the procurement process including quotation, negotiation,
award and management of supply and service contracts
- Provide
orientation to new staff and visitors on Procurement issues for LWF Dadaab
field office
- Provide
guidance to program staff on procurement procedures
- Review
documents shared by project staff for payment processing
- Support
and confirm delivery of items received at the stores when required
Education/Professional Designations/Experience:
- Bachelor’s
degree in Supply Chain Management or related field.
- Relevant
professional qualification in Procurement and/or Supply Chain Management
(CIPS qualification or equivalent) is an added advantage.
- Minimum
of five years (5) of professional experience in relevant field with at
least three years of experience from an international organization in a
similar role
- Computer
skills and practical experience in MS word, Excel and other program
Administrative Intern at The Lutheran World Federation
The Administrative Intern is responsible for providing
support to administrative services as needed, ensuring the smooth operation of
office functions, communication, logistics, and documentation to facilitate an
efficient and effective workflow and the overall implementation of LWF’s
activities.
DUTIES AND RESPONSIBILITIES
- Receive
visitors or staff at the LWF Nairobi Office and redirect them or provide
information on relevant issues and procedures.
- Answer,
screen, and redirect telephone calls/Emails as appropriate.
- Maintain
a proper filing and recording system for income and outgoing
correspondence and documents.
- Coordinate
visiting delegations and provide necessary support to such delegations.
- Coordinate
requests for staff travel and accommodation and prepare reports as
requested from time to time.
- Support
in collating documents and submitting payment requests to the Finance Unit
for Nairobi office and expatriate staff utility bills, travel, and
accommodation expenses for staff and/or visitors as necessary to ensure
that they are paid on time.
- Ensure
that office equipment and facilities are well-maintained and that they are
in good working condition. Any requirements for repairs should be reported
immediately for necessary action.
- Assist
in logistical and materials support for coordination of meetings and
workshops/seminars.
- Coordinate
with the IT team to arrange for the landline new extension installation
request made by other unit(s).
- Facilitate
the onboarding of new employees by ensuring requests for cellular
phone/SIM cards are processed promptly.
- Assist
in managing office supplies and inventory when called upon
- Perform
other related duties as requested from time to time.
QUALIFICATIONS AND EXPERIENCE
- Diploma
in management or administration
- A
bachelor’s degree in business administration, Social Sciences, or a
related field will be an added advantage
- Proficiency
in MS Office (Word, Excel, PowerPoint) and Google Workspace
- 1 to 2
years of practical experience
- Experience
in an international humanitarian setting required