Human Resources Administrator Job AMIU Nairobi, Kenya

Job description

Key Responsibilities

Employee Records and HR Data Management

• Maintain complete, accurate and up-to-date employee records, both electronic and physical.
• Ensure personnel files contain all required employment and statutory documentation.
• Update HRIS and other HR databases with employee movements and changes in employee information.
• Conduct periodic reviews of employee records to identify gaps, inconsistencies and outstanding documentation.
• Support the secure management, filing and retrieval of confidential employee information.
• Maintain appropriate records in line with data protection, confidentiality and records management requirements.

Recruitment and Onboarding Administration

• Provide administrative coordination for recruitment processes, including vacancy documentation, job postings, interview scheduling, candidate communication and recruitment records.
• Coordinate pre-employment documentation and onboarding requirements.
• Prepare onboarding documentation and ensure new employees are appropriately set up in HR systems.
• Track outstanding onboarding documentation and follow up with relevant stakeholders.
• Support induction and orientation activities and maintain appropriate records.

Payroll, Leave and Benefits Administration

• Coordinate and validate monthly payroll inputs relating to new hires, exits, salary changes, allowances, deductions and other approved employee movements.
• Support leave administration and maintain accurate leave records.
• Respond to employee queries relating to payroll, leave, benefits and HR administrative processes.
• Liaise with relevant internal teams and external service providers on HR administration matters as required. • Support the reconciliation and validation of HR and payroll data to ensure accuracy.

Employee Services and HR Queries

• Serve as a first point of contact for routine employee queries relating to HR policies, procedures, benefits, employment documentation, leave and HR processes. •
• Provide timely and accurate information or escalate complex matters to the appropriate HR team member.
• Promote consistent application of HR processes and service standards.
• Maintain a professional, responsive and customer-focused approach to HR service delivery.

HR Compliance and Audit Support

• Support compliance with HR policies, employment legislation, statutory requirements and institutional procedures.
• Assist with internal and external HR audits by gathering, validating, organising and packaging required documentation.
• Support periodic audits of employee records and HR processes and follow up on identified gaps.
• Maintain appropriate evidence and documentation to demonstrate compliance with HR requirements.

HR and Data Analytics

• Prepare routine HR administrative reports, dashboards and data summaries as required.
• Maintain accurate HR records and databases to support reporting and decision-making.
• Provide data and supporting documentation for HR reports, audits and management requests.

HR Process Improvement

• Support the implementation and continuous improvement of HR administrative processes, systems and workflows.
• Identify recurring administrative gaps and recommend practical improvements to enhance efficiency and employee experience.
• Support the digitisation and standardisation of HR records and processes where applicable.

General HR Support

• Provide administrative support to the HR team across various HR initiatives and projects.
• Coordinate meetings, correspondence, documentation and follow-up actions relating to HR activities.

Perform other HR administrative responsibilities as assigned.

Qualifications

• Bachelor’s degree in Human Resources Management, Business Administration, or a related field.
• 1–3 years’ relevant experience in HR administration, HR operations, People Operations or a related HR role.
• Working knowledge of HR processes, employment practices and applicable labour requirements.

Preferred Qualifications

Professional HR certification or membership such as IHRM, SHRM or CIPD.
Experience supporting HR administration within a structured, complex or multi-departmental organisation.
Experience with HRIS and/or payroll systems.
Exposure to HR audits, employee records audits and compliance monitoring.
Experience supporting recruitment, onboarding, performance management and employee engagement processes.

How to Apply

Click here to apply