Human Resource Officer (HRO)

Department

Human Resources & Administration

Reports To

Finance & Operations Manager / General Manager

Job Purpose

The Human Resource Officer is responsible for supporting the implementation of the Company's human resource strategy by ensuring efficient delivery of HR operations, including recruitment, employee relations, performance management, payroll administration, statutory compliance, training and development, occupational health and safety support, HR records management, and compliance with Kenyan labour laws. The role contributes to maintaining a productive, compliant, and engaged workforce in support of the Company's operational objectives.

Key Duties and Responsibilities

1. Recruitment and Onboarding

 Coordinate recruitment and selection processes for permanent, contract, and casual employees.

 Prepare job advertisements, shortlist candidates, schedule interviews, and coordinate interview logistics.

 Conduct reference and background checks where applicable.

 Prepare employment contracts and appointment letters.

 Facilitate employee onboarding and induction programmes.

 Maintain recruitment records and talent databases.

2. Employee Relations

 Provide first-line HR support to employees and supervisors.

 Handle employee grievances and facilitate timely resolution.

 Coordinate disciplinary processes including investigations, show cause letters, disciplinary hearings, and outcome documentation.

 Promote employee engagement and maintain positive employee relations.

 Advise management on labour relations matters and Company policies.

3. Performance Management

 Coordinate performance appraisal processes.

 Monitor Performance Improvement Plans (PIPs).

 Support managers in setting employee objectives and evaluating performance.

 Prepare performance reports and recommend appropriate interventions.

4. HR Administration

 Maintain accurate employee records and confidential personnel files.

 Prepare employment letters including confirmations, transfers, promotions, acting appointments, and separation documents.

 Monitor probation periods and contract expiry dates.

 Manage leave administration and employee attendance records.

 Maintain the Human Resource Information System (HRIS).

5. Payroll Administration

 Prepare monthly payroll inputs including attendance, overtime, leave, statutory deductions, allowances, and salary adjustments.

 Verify casual labour payroll and attendance records.

 Reconcile payroll information before processing.

 Coordinate with Finance to ensure timely salary payments.

 Resolve payroll-related employee queries.

6. Statutory Compliance

 Ensure compliance with the Employment Act, Labour Relations Act, Occupational Safety and Health Act (OSHA), NSSF, SHIF, PAYE, HELB, Housing Levy, and other statutory requirements.

 Prepare and submit statutory reports within prescribed timelines.

 Liaise with labour offices and other regulatory authorities where necessary.

7. Learning and Development

 Coordinate employee training programmes.

 Maintain training records and evaluate training effectiveness.

 Identify employee development needs.

 Support succession planning initiatives.

8. Occupational Safety and Health

 Support implementation of Occupational Safety and Health policies.

 Participate in safety inspections and incident investigations.

 Monitor PPE compliance.

 Coordinate employee wellness initiatives.

9. HR Reporting

 Prepare monthly HR reports

10. Policy Implementation

 Assist in developing and reviewing HR policies and procedures.

 Ensure consistent application of Company policies.

 Educate employees on HR policies and employment regulations.

11. General Administration

 Coordinate employee welfare programmes.

 Support audits relating to HR records and compliance.

 Perform any other HR-related duties assigned by Management.

Qualifications

 Bachelor's Degree in Human Resource Management, Business Administration (HR Option), or a related field.

 Certified Human Resource Professional (CHRP-K) or progress toward certification is a plus

 Membership of the Institute of Human Resource Management (IHRM) in good standing.

 Minimum of 3–5 years experience in Human Resource Management within a manufacturing, processing, FMCG, or agricultural environment.

 Knowledge of Kenyan labour laws and HR best practices.

Skills and Competencies

 Strong knowledge of Employment and Labour Laws.

 Payroll administration skills.

 Recruitment and selection expertise.

 Employee relations and conflict resolution.

 Performance management.

 HRIS proficiency.

 Report writing and analytical skills.

 Communication and interpersonal skills.

 High integrity and confidentiality.

 Problem-solving and decision-making.

 Planning and organizational skills.

 Ability to work under pressure.

 Attention to detail.

 Microsoft Office proficiency (Excel, Word, PowerPoint).