The HR & Administration Assistant supports both the People & Culture function and day-to-day administrative operations. The role ensures accuracy in HR processes, smooth office management, compliance with internal policies and labour laws, and effective coordination across teams. This is a key support role requiring discretion, initiative, and strong communication skills.

DUTIES AND RESPONSIBILITIES

PEOPLE OPERATIONS (HR SUPPORT)

• Support recruitment processes including job posting, candidate shortlisting, interview scheduling, and communication.
• Coordinate new hire onboarding (accounts setup, workspace preparation, orientation schedule).
• Maintain accurate and updated digital HR files and employee records.
• Track attendance, leave balances, and staff movement.
• Prepare monthly inputs for payroll processing (leave, overtime, deductions, benefits).
• Assist in implementing HR policies, culture initiatives, and company values.
• Support execution of staff welfare initiatives (celebrations, wellness sessions, team activities).
• Draft HR correspondence such as contracts, offer letters, NDAs, warning letters, and exit documents.
• Handle day-to-day employee queries confidentially and escalate where appropriate.
• Promote a positive, inclusive, and supportive workplace culture.

OFFICE & ADMINISTRATION SUPPORT

• Manage office supplies, stationery, utilities, and ensure optimal workspace functionality.
• Coordinate internal meetings, calendars, room bookings, and company-wide events.
• Support logistics for staff travel, accommodation, reimbursements, and transport coordination.
• Maintain vendor relationships and ensure timely invoice processing and reconciliations.
• Manage petty cash, receipts collection, and basic finance administrative support.
• Coordinate IT support requests and track office equipment/assets.
• Maintain digital-first filing and documentation systems.
• Support resolution of office facility issues (power, internet, repairs, service providers).

COMPLIANCE, DOCUMENTATION & RECORD KEEPING

• Ensure HR processes align with Kenya Labour Laws and statutory requirements.
• Support submission tracking for NSSF, NHIF/SHIF, PAYE, and other statutory documents in coordination with Finance.
• Maintain up-to-date HR templates, forms, and checklists.
• Ensure confidentiality, data protection, and secure handling of employee information

IDEAL CANDIDATE PROFILE

• Diploma or Bachelor’s degree in Human Resource Management, Business Administration, or related field.
• 1–3 years’ experience in HR, People Operations, Office Administration, or related roles.
• Knowledge of HR processes, labour laws, and basic payroll procedures.
• Strong digital literacy — Google Workspace, Microsoft Office, Zoom, Slack, or project management tools (Notion/Trello/ClickUp).
• Ability to multitask and work effectively in a fast-paced, dynamic environment.
• Strong interpersonal skills, with a positive attitude and service orientation.