HR and Administrative Officer at iDE Kenya
Kenya Country Program Overview
iDE Kenya implements sustainable, high-impact programs
focused on economic empowerment, food security, nutrition, and climate
resilience. Through partnerships with governments, private sector actors, NGOs,
and donors, the program strengthens market systems, improves access to
nutritious food, and supports climate-adaptive agriculture.
Position Overview
The Human Resources and Administration Officer is
responsible for supporting effective HR service delivery and ensuring efficient
office administration and logistics. The role implements HR policies, manages
employee lifecycle processes, supports performance and engagement initiatives,
and ensures compliance with Kenyan labour laws and organizational standards. In
addition, the position oversees procurement support, facilities, fleet, asset
management, inventory, and vendor coordination to ensure cost-effective and
compliant operations.
The role works closely with the Finance and Operations
Manager, Country Team Lead, and HQ HR team to support efficient resource
utilization, operational coordination, and compliance.
Key Responsibilities
1. Human Resources Management (60%)
Talent and Workforce Management
- Support
recruitment processes, including requisitions, advertising shortlisting,
interviews, reference checks, and onboarding.
- Coordinate
induction and orientation for new staff.
- Manage
employee lifecycle activities:probation, confirmation, promotion,
transfer, and separation.
- Maintain
accurate and confidential employee records.
Employee Relations and Engagement
- Serve
as first point of contact for HR-related queries.
- Support
employee engagement initiatives and surveys.
- Assist
in grievance and disciplinary processes in line with HR policy and labour
law.
Performance and Development
- Coordinate
performance management cycles.
- Support
learning and development programs and training logistics.
- Provide
first-line guidance on staff welfare and HR processes.
Compensation, Benefits and Payroll Support
- Support
compensation reviews and annual increments.
- Coordinate
payroll processing with the finance team.
- Administer
leave, attendance, and benefits.
- Manage
employee insurance and medical schemes.
HR Compliance and Governance
- Ensure
compliance with labour laws, statutory requirements, and internal
policies.
- Support
HR audits and compliance reporting.
- Assist
in drafting and updating HR policies and SOPs.
HR Analytics and Reporting
- Prepare
HR dashboards and management reports.
- Analyse
HR data and provide insights for decision-making.
2. Administration and Operations (40%)
Procurement Support
- Process
purchase requisitions and prepare LPOs.
- Ensure
completeness and accuracy of procurement documentation.
- Verify
delivery of goods and services.
- Support
framework agreements and recurring procurements.
Facilities and Office Administration
- Oversee
office maintenance, utilities, cleaning, and security.
- Manage
office supplies and inventory.
- Coordinate
office repairs, renovations, and layout changes.
- Supervise
office assistants, drivers, and service providers.
Fleet and Asset Management
- Manage
fleet servicing, insurance, fuel, and logbooks.
- Maintain
fixed asset register and coordinate annual verification.
- Manage
asset insurance and claims.
Compliance and Record Keeping
- Ensure
procurement complies with internal policies and tax regulations.
- Maintain
complete procurement files for audit.
- Support
procurement reporting as required.
General Administrative Support
- Coordinate
staff events and provide logistical support.
- Perform
other HR and administrative duties as assigned.
Requirements
Qualifications
Education: Bachelor’s degree in Human Resource
Management, Business Administration, Procurement & Supply Chain
Management, or a related field.
Professional Certifications: Member of the
Institute of Human Resource Management (IHRM). Certified Human Resource
Professional of Kenya (CHRP-K). Membership with Kenya Institute of Supplies
Management (KISM) with valid practicing certificate – desirable. Diploma in
Purchasing & Supplies (CIPS Level 4 or equivalent) – desirable.
Experience: Minimum 3 years of relevant
experience. Experience in HR and administration within an international NGO or
donor-funded environment preferred. Demonstrated experience in procurement,
supplier management, and office administration. Strong knowledge of Kenyan labour
laws and statutory requirements.
Technical Expertise
- Practical
experience with HRIS, payroll, and ERP systems.
- Proficiency
in Microsoft Office Suite, especially Excel for reporting and data
analysis.
- Knowledge
of Kenyan labour laws, statutory deductions, and employment compliance.
- Understanding
of procurement procedures, vendor management, and contract administration.
- Experience
managing HR analytics, dashboards, and management reports.
- Knowledge
of occupational health and safety standards.
- Basic
financial and budget awareness for operational planning.
- Risk
awareness and ability to apply internal control principles.
- Experience
supporting audits and compliance processes.
Core Competencies
- Strong
organizational and record-keeping skills.
- High
level of integrity and confidentiality.
- Excellent
interpersonal and communication skills.
- Strong
negotiation and supplier management skills.
- Ability
to manage multiple priorities and meet deadlines.
- Attention
to detail and problem-solving ability.
- Ability
to work independently and collaboratively.
Contract Duration and Benefits
- Contract: Initial
one-year contract, renewable based on performance and funding.
- Benefits: Competitive
salary based on experience, including annual leave, sick leave, and
professional development opportunities. Benefits may vary based on program
needs and the scope of iDE Kenya operations.
Diversity and Inclusion
iDE is committed to diversity, equity, and inclusion. We
value diverse perspectives and strive to create fair and equitable employment
opportunities that reflect the communities we serve.