Description
Role Summary
The HR Operations Officer will support the execution, coordination, and continuous improvement of HR operations across the business. This role ensures efficient, compliant, and employee-centered service delivery throughout the employee lifecycle.
Working closely with HR leadership, the successful candidate will manage day-to-day HR processes including onboarding, payroll inputs, benefits administration, HRIS management, employee relations support, compliance tracking, and workplace administration.
This is a growth-track role designed for a high-potential, ambitious HR professional who possesses strong foundational operational skills and is motivated to develop into an HR Operations Manager. The ideal candidate will be hands-on, detail-oriented, and eager to take on increasing levels of leadership and strategic responsibility over time.
Key Responsibilities
HR Operations & Employee Lifecycle Coordination
- Coordinate end-to-end HR operational processes across the employee lifecycle, including onboarding, contract preparation, employee changes, leave management, offboarding, and exit interviews.
- Ensure all HR processes are executed efficiently, accurately, and in compliance with company policies and Kenyan labor laws.
- Identify bottlenecks in HR workflows and propose improvements to SOPs, process maps, and service delivery standards to enhance the employee experience.
- Maintain and update HR operational documentation, employee files, and HR toolkits.
Payroll, Benefits & HR Administration
- Prepare, validate, and coordinate monthly payroll inputs and variations, partnering with internal finance teams and external payroll providers to ensure timely and accurate processing.
- Administer employee benefits programs including medical cover, pension, GPA/GLA insurance, and other welfare initiatives.
- Serve as the primary point of contact for employees regarding day-to-day HR operational, payroll, and benefits inquiries.
- Prepare for HR operational audits and ensure the systematic filing and confidentiality of statutory and organizational records.
HR Systems, Data & Reporting
- Act as the primary administrator (custodian) of the HRIS, ensuring 100% data integrity, user access management, and system effectiveness.
- Generate weekly/monthly HR operational reports, dashboards, and metrics (e.g., headcount, turnover, leave utilization) to support data-driven decision-making.
- Ensure all data handling complies with local data protection regulations (ODPC guidelines) and confidentiality standards.
Employee Relations & Compliance Support
- Support HR leadership in managing employee relations processes, including drafting disciplinary letters, scheduling hearings, taking minutes, and tracking case outcomes.
- Provide guidance to employees and line managers on the interpretation and application of HR policies and local labor laws.
- Track and compile compliance documentation for local and global reporting requirements (including health and safety standards and global compliance initiatives).
- Assist in driving policy awareness campaigns and onboarding sessions across the organization.
Administration & Workplace Operations
- Oversee workplace administration functions, coordinating with front office/reception, office support services, facilities, and utilities providers.
- Supervise administrative vendors (cleaning, security, office supplies) to ensure service quality, timely invoicing, and cost efficiency.
Leadership Development & Stakeholder Management
- Provide day-to-day guidance and supervision to the admin/reception team, developing early-stage people coordination skills.
- Collaborate with internal departments (Finance, IT, Procurement, Legal) to resolve operational bottlenecks.
- Proactively take on lead project-management roles in HR initiatives to prepare for future managerial responsibilities.
Required Qualifications & Experience
Required:
- Education: Bachelor’s degree in Human Resource Management, Business Administration, or a related field.
- Experience: Minimum of 3 to 5 years’ progressive HR experience, with a strong focus on HR operations, payroll coordination, and general administration.
- Legal & Compliance: Solid understanding of Kenyan labor laws, HR compliance requirements, and ODPC guidelines.
- Professional Membership: Valid membership with the Institute of Human Resource Management (IHRM).
- Systems & Tools: Hands-on experience working with HRIS platforms and advanced Excel skills (VLOOKUPs, Pivot Tables, data visualization).
- Employee Relations: Practical experience supporting disciplinary procedures and grievance handling.
Preferred:
- Experience working in a fast-paced agency, corporate, or matrixed multinational environment.
- CHRP-K certification (completed or ongoing) will be a distinct advantage.
- Demonstrated experience managing third-party vendors (e.g., medical insurers, outsourced facilities providers).
Technical Skills & Competencies
- Strong knowledge of HR administration, payroll processing coordination, and benefits structures.
- High proficiency in HRIS database management and MS Office Suite.
- Strong analytical skills with a sharp eye for numbers, data discrepancies, and compliance gaps.
- Ability to interpret and clearly explain company policies and employment legislation to staff at all levels.
Behavioral & Growth Competencies
- Growth Mindset: High learning agility and a strong desire to take on leadership responsibilities and progress into a management role.
- Attention to Detail: Meticulous in data management, documentation, and compliance tracking.
- Customer-Service Orientation: A friendly, approachable, and solution-oriented attitude when dealing with employee queries.
- Organization & Multitasking: Ability to prioritize tasks and meet tight deadlines in a fast-paced environment.
- High Integrity: Absolute discretion and capability to handle highly confidential and sensitive information.
Why Join Us?
This role offers a unique runway for career acceleration. You will not only manage day-to-day HR operations for a leading marketing and communications group, but you will also receive mentorship, exposure to regional operational strategies, and a clear path of development to transition into an HR Operations Manager role.
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