Human Resource Admin

We are seeking a proactive, organized, and detail-oriented Human Resource Administrator to support HR functions and office administration for our client in the Manufacturing sector. The successful candidate will maintain accurate employee records, support payroll administration, manage HR systems, coordinate administrative activities, and ensure compliance with labour laws and statutory requirements.

KEY RESPONSIBILITIES

Attendance, Leave & Working Hours Administration

• Download and reconcile daily attendance and clock-in/clock-out reports

• Prepare and distribute attendance exception reports

• Track lateness, absenteeism, overtime, and shift adherence

• Monitor working hours and flag non-compliance issues

• Maintain accurate leave records within the HRMS

• Generate weekly and monthly leave utilization reports

• Escalate attendance and working-hours issues where necessary

HR Records & HRMS Administration

• Maintain complete and up-to-date employee records in physical and digital formats

• Ensure employee files contain all required documentation

• Administer and maintain the HRIS/HRMS system

• Generate standard HR reports

• Maintain document control and filing standards

Staff Contracts Administration

• Support preparation and issuance of employment contracts

• Track contract signing and maintain records

• Monitor contract expiry dates and issue alerts

• Maintain accurate contract register

Discipline & Grievance Administration Support

• Maintain disciplinary and grievance records and files

• Prepare disciplinary status reports and dashboards

• Track procedural timelines

• Ensure documentation complies with labour laws and company procedures

Onboarding Administration

• Prepare onboarding documentation and checklists

• Open and maintain employee files for new hires

• Upload employee information into HRMS

• Issue employment and policy documents

• Track onboarding completion requirements

HR Documentation & Templates Support

• Prepare, update, and file HR policies, manuals, templates, and forms

• Maintain controlled versions of HR documents

• Ensure documents are properly stored and retrievable

Payroll Administrative Support

• Prepare payroll inputs including attendance, leave, deductions, and additions

• Support payslip distribution and filing

• Log payroll queries and escalate appropriately

Occupational Health & Safety Administration Support

• Maintain OHS records, training logs, and incident documentation

• Track compliance deadlines and training schedules

• File safety audit, inspection, and incident documentation

QUALIFICATIONS & EXPERIENCE

• Diploma or Bachelor’s Degree in HR, Business Administration, or a related field

• Membership with IHRM (in good standing)

• Proficiency in HR Systems (Enquest Time and Attendance is an added advantage)

• Good knowledge of Kenyan labour laws and HR administration practices

• Strong Microsoft Office proficiency

• Minimum 3–4 years of experience in a similar HR administrative role

CORE COMPETENCIES

• High attention to detail

• Strong organizational and record-management skills

• Integrity and confidentiality

• Ability to track issues and escalate appropriately

• Structured, methodical, and compliance-oriented approach

• Excellent communication and interpersonal skills

• Self-driven and passionate learner