Job Vacancy – Human Resource and Administration Officer

  Duma Works wrote this on
March 27, 2019 | No Comments

Duma Works is recruiting for a Human Resource and Administration Officer for one of our clients in Nairobi. The hiring company is a non- profit firm that deals with farm produce to ensure food security in Africa.

Title: Human Resource and Administration Officer

Classification: General staff

Location: Nairobi

Contract duration/type: 1 year with annual extensions expected

Training/onboarding requirements: Review of HR and Admin systems with HR & Admin Coordinator, Finance-Admin Manager

Direct Line Manager: HR & Admin Coordinator


Job Description

Objective 1:  Administer FIPS’ Human Resources & Benefits Systems

Key activities & responsibilities to achieve this objective:

  • Prepare monthly payroll actions for review and approval by HR Coordinator; ensure that all documentation regarding changes is on file
  • Follow up the submission of monthly timesheets and validate leave usage and days worked
  • Maintain leave tracking and file Leave Forms
  • Update Staff Master List
  • Maintain Employee HR Files, flag and action gaps
  • Conduct routine new hire paperwork (sign up) and coordinate entry into Payroll system with Accounting team
  • Enrolment of staff in any benefits programs or other required programs such as NHIF, NSSF, WIBA, extended medical (Resolution Ins)
  • Track staff training & development
  • Track staff appraisals and salary reviews (probationary and annual; seasonal for field staff)
  • Track occupational health & safety incidents and file correct paperwork with relevant authorities and insurance providers
  • Support the Coordinator and Deputy CEO with semi-annual systems reviews to ensure compliance and completeness of HR records


Objective 2:  Support Other Administration Functions

Key activities & responsibilities to achieve this objective:

  • Supervise Office Assistant and ensure the smooth running of office environment to support employee wellbeing
  • Supply and stock management for office supplies
  • Act as liaison between Programs/other staff and the Logistics team for allocation of vehicles
  • Act as liaison between Programs/other staff and the Logistics team for seasonal input needs planning and distribution planning


Objective 3: Support HR Functions of Recruitment, Staff Development & Employee Engagement

Key activities & responsibilities to achieve this objective:

  • Support the logistics, planning and administration aspects of in-house and external staff training
  • Support the logistics, planning and administration aspects of the staff-welfare system, staff appreciation events and celebrations
  • Support the logistics, planning and administration aspects of Recruitment
  • Track and follow up on recruitment processes (documentation of interviews, communication of results to candidates, filing records)
  • Manage the tracking and routine communication of staff birthdays or other personal events or news (as appropriate)
  • Manage the tracking and support the Coordinator and Deputy CEO to accurately communicate staff milestones and achievements


Internal & External relationships


  • HR & Admin Coordinator (reports directly)
  • Finance, Admin & Log team members
  • Office Cleaner (directly supervises this post until it is assigned otherwise)
  • Program Coordinators & Officers – for general support on staff HR issues
  • Field staff – for HR issues as needed



  • Vendors, insurance providers
  • General public
  • Applicants for employment
  • Recruitment service providers, colleges or schools from which the company recruits


REPORTING RESPONSIBILITIES (which reports/documentation does this role produce)


  • Employee Documentation: new hire paperwork, job offer letters, employment contracts, employee benefit program enrollment paperwork
  • Staff information systems (general employee information database/trackers, leave tracking, annual appraisal and review trackers)
  • Recruitment documentation – vacancy notices, CVs, interview grids, candidate ranking and recommendations after panel interviews
  • Staff communications on HR related updates






  • First degree (Bachelor’s level) in a relevant field such as HR Management, Finance/Administration or similar; advanced (Master’s level) qualifications a plus but not required
  • 2+ years of professional experience in related roles and/or similar organizations
  • HR Professional qualification (Diploma) as per Kenyan law




  • Good communication and interpersonal skills
  • Strong skills with all MS Office programs
  • Efficient and organized, able to set up and maintain both soft copy and hard copy tracking and filing systems that serve organizational functions
  • Self motivated, mature, able to work with minimal supervision and meet deadlines without prompting
  • Good attention to detail, accuracy in reporting and writing
  • Able to supervise others and give feedback effectively

Strict professional confidentiality and integrity; ability to handle sensitive information and respect confidentiality requirements



  • Direct experience with the agricultural sector
  • Experience in training/facilitation


To apply online click here or send your Cover Letter and detailed CV to [email protected] marking the subject as “3591”, Your Full name & Phone number e.g. 3591 Barack Obama, +2547xxxxxxxx. If you don’t follow these instructions, your application will not go through.

Deadline for receiving applications: Friday, 05 April 2019


* You will receive a confirmation email and an alert to take a basic screening test over SMS or online. The email with the test may not arrive immediately. Please be patient. The email/SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test.

If you apply and don’t meet these minimum qualifications, we will not be able to move forward with your application.

Posted in Jobs Tags: , , , , , , , ,