HR Administrator at East Africa Market Development Associates (EAMDA)
Job Title: HR Administrator
Department: Human Resources and Administration
Reports To: Senior Operations Manager
Duty Station: Nairobi, with regular travel to
regional and project offices
Employment Type: Full-time, fixed-term contract
subject to donor funding and performance
Deadline: 28th February 2026
Job Purpose
The Human Resources Administrator is responsible for the
effective and compliant delivery of human resource functions within a
donor-funded program environment. The role ensures that all HR practices comply
with Kenyan labour laws, donor contractual requirements, and internal policies,
while supporting program delivery through timely recruitment, staff management,
performance systems, and employee welfare.
The position plays a critical role in maintaining a
professional, ethical, and compliant workforce across multiple project
locations.
Key Duties and Responsibilities
Recruitment and Onboarding
- Coordinate
end-to-end recruitment processes in compliance with the Employment Act,
2007, donor requirements, and internal recruitment policies
- Prepare
and issue employment contracts, renewal letters, and appointment letters
in line with Kenyan labour law, donor funding conditions, and
organizational guidelines
- Support
due diligence processes including reference checks, background checks
where required, and verification of academic and professional credentials
- Facilitate
structured onboarding and induction processes, including orientation on
donor compliance, safeguarding, code of conduct, and organizational
policies
- Maintain
accurate and auditable recruitment documentation and personnel files
HR Administration and Records Management
- Maintain
accurate, complete, and confidential employee records including contracts,
job descriptions, leave records, disciplinary documentation, and
performance appraisals
- Ensure
HR records comply with statutory requirements and donor audit standards
- Manage
staff attendance, leave administration, probation tracking, contract
renewals, and confirmations in line with the Employment Act
- Provide
accurate HR data to the finance department to support payroll processing,
statutory deductions, and benefits administration
- Support
exit processes including clearance, exit interviews, and final
documentation
Performance Management
- Support
the implementation and administration of the organizational performance
management system
- Coordinate
performance planning, mid-year reviews, annual appraisals, and
contract-linked evaluations for project staff
- Track
performance review timelines to ensure compliance with organizational and
donor expectations
- Support
supervisors in implementing performance improvement plans and documenting
outcomes
Employee Relations and Welfare
- Serve
as a first point of contact for employee HR-related queries and concerns
- Support
grievance handling and disciplinary processes in compliance with the
Employment Act, internal policies, and principles of natural justice
- Promote
positive employee relations and a respectful, inclusive, and safe work
environment
- Support
staff welfare initiatives including occupational health and safety
compliance, staff wellbeing activities, and statutory benefits
- Support
implementation of safeguarding, gender, and workplace harassment policies
Training and Capacity Development
- Support
training needs assessments linked to program delivery and organizational
capacity requirements
- Coordinate
internal and external training activities, workshops, and professional
development initiatives
- Maintain
training records and monitor staff participation for donor reporting and
audits
- Support
learning and development initiatives aligned with donor-funded project
objectives
HR Policies, Compliance, and Donor Requirements
- Support
the development, review, dissemination, and implementation of HR policies
and procedures
- Ensure
compliance with Kenyan labour laws including employment contracts, working
hours, leave entitlements, disciplinary procedures, and termination
processes
- Support
internal and external audits, donor compliance reviews, and labor
inspections
- Monitor
HR compliance risks and escalate issues to management in a timely manner
- Support
compliance with donor requirements related to staffing, safeguarding, code
of conduct, and reporting
Reporting and HR Analytics
- Prepare
periodic HR reports including staffing status, recruitment updates,
turnover, leave utilization, and performance management compliance
- Maintain
HR data systems to support evidence-based decision making and donor
reporting
- Provide
HR inputs to organizational planning, budgeting, and grant proposals as
required
Required Qualifications
Education
- Bachelor’s
degree in Human Resource Management, Business Administration, Industrial
Relations, or a related field from a recognized institution
Professional Certification
- Membership
or eligibility for membership with the Institute of Human Resource
Management (IHRM Kenya).
Required Experience
- Minimum
of five years of relevant professional HR experience
- Demonstrated
experience in recruitment, HR administration, and employee relations
- Proven
experience working in donor-funded programs, NGOs, or multi-stakeholder
environments is an added advantage
- Experience
supporting audits and compliance reviews is desirable
Key Competencies and Skills
Technical Competencies
- Strong
working knowledge of Kenyan labour laws and HR best practices
- Familiarity
with donor-funded program compliance requirements
- Proficiency
in HR information systems and Microsoft Office applications
- Strong
documentation, reporting, and record-keeping skills
Behavioral Competencies
- High
level of integrity, professionalism, and confidentiality
- Strong
interpersonal, communication, and stakeholder engagement skills
- Ability
to work independently, manage competing priorities, and meet deadlines
- Strong
problem-solving, mediation, and conflict resolution skills
- Attention
to detail and strong organizational skills
Working Relationships
- Internal:
Senior management, project managers, supervisors, finance team, and all
staff
- External:
Recruitment agencies, training providers, statutory and regulatory bodies,
auditors, and consultants
Performance Indicators
- Timely
and compliant recruitment and onboarding of staff
- Accuracy,
completeness, and audit-readiness of HR records
- Compliance
with performance management and contract timelines
- Effective
and lawful handling of employee relations matters
- Quality,
accuracy, and timeliness of HR reports and donor submissions
Privacy Notice
EAMDA is committed to protecting your personal information.
All applications will be handled in strict confidence and used solely for
recruitment purposes. Your data will not be shared with third parties without
your consent and will be securely stored in accordance with our privacy policy.
By applying, you consent to the processing of your data for recruitment
purposes.
Youth Enterprise Coach (Multiple Posts) Countrywide at East Africa Market Development Associates (EAMDA)
About the Program
The Financial Inclusion for Youths and MSMEs in Agriculture
(FIYMA) program is a multi-year initiative designed to strengthen youth-led
enterprises, build viable market linkages, and expand access to affordable
finance for young people and youth-led MSMEs operating within targeted
agricultural value chains and geographies. The program supports youth
entrepreneurs through structured enterprise coaching, market systems
facilitation, and partnerships with market actors and financial institutions,
including SACCOs and other formal and semi-formal providers.
Job Purpose
The Youth Enterprise Coach (YEC) is responsible for
delivering high-quality, business-focused coaching and enterprise development
support to youth-led MSMEs and groups (including self-help groups and
community-based organizations). The role is designed to strengthen business
fundamentals, such as recordkeeping, costing and pricing, cashflow management,
and market readiness, while supporting participants to progress toward
sustainable market engagement and responsible access to finance.
This is a technically demanding role requiring strong
financial literacy, practical business acumen, and the ability to translate
accounting and enterprise concepts into simple, action-oriented coaching. The
YEC will work directly with youth entrepreneurs, facilitate structured learning
sessions, conduct field-based diagnostics, support action planning, and
contribute to building credible enterprise pipelines for market linkage and
SACCO finance readiness. The role also requires strict adherence to safeguarding,
inclusion, and ethical engagement standards.
Location:
- Nakuru
| Nyandarua | Murang’a | Kiambu | Kilifi | Kitui | Makueni | Machakos |
Kirinyaga | Laikipia | Nyeri | Isiolo | Meru | Embu | Nyamira | Narok |
Kericho | Bomet | Trans Nzoia | Baringo | Nandi | Uasin Gishu | Taita
Taveta | Kwale | Marsabit | Vihiga | Busia | Bungoma | Kakamega | Homa Bay
| Migori | Siaya | Kisumu | Kisii
Minimum Qualifications (Mandatory)
Education
- A
minimum of a bachelor’s degree from a recognized
institution in one of the following disciplines:
- Bachelor
of Commerce (BCom)
- Bachelor
of Business Administration (BBA)
- Bachelor
of Business Management (BBM)
- Bachelor
of Economics
- Bachelor
of Business and Economics
- Bachelor
of Agribusiness Management
- Bachelor
of Cooperative Management
Degrees outside these fields will not be considered for this
role.
Professional Certification (Mandatory)
- A
minimum of CPA Part I (CPA I) or higher.
- Candidates
must demonstrate strong foundational competency in: profit and loss
concepts, costing, pricing and margin analysis, cash flow management,
working capital discipline, and basic interpretation of financial records
and business performance trends.
Residency and Local Availability (Mandatory)
- Must
be currently resident in the county of application and
available to work consistently within the county and surrounding programme
areas.
- Must
be willing and able to travel regularly to programme sites, including
rural and peri-urban locations.
Graduation and Age Requirements (Mandatory)
- Must
have completed the Bachelor’s degree in 2020 or later.
- Must
be 30 years of age or below at the time of application.
Added Advantage (Preferred)
The following will be considered a strong advantage
during shortlisting and final selection:
Relevant Experience
- At
least 6–24 months of experience in one or more of the
following areas:
- Business
development services (BDS) or enterprise coaching
- SME
advisory support, incubation, or entrepreneurship programming
- Financial
services (SACCOs, microfinance, banking, credit administration)
- Sales,
distribution, and market facilitation roles
- Youth
livelihoods and employment programming
Facilitation and Coaching Skills
- Demonstrated
ability to facilitate structured group training and coaching sessions for
youth entrepreneurs.
- Ability
to communicate business and finance concepts in a practical, simplified,
and culturally appropriate manner, including for participants with low
literacy.
Digital and Reporting Competency
- Strong
working knowledge of:
- Microsoft
Excel (data entry, formulas, analysis)
- Digital
data collection tools (e.g., KoboToolbox, ODK)
- WhatsApp-based
enterprise monitoring and field coordination
- Ability
to produce high-quality field reports and support evidence-based tracking
of participant progress.
Market Systems Exposure
- Experience
engaging market actors (traders, processors, input suppliers, service
providers) and supporting linkage-building between small enterprises and
structured markets.
Additional Certification
- CPA
Part II or higher, ACCA modules, or other recognised business/finance
professional certification. Certificates and diplomas relevant to the
above degree requirements.