Executive Assistant/HR NGO Job ICED

Executive Assistant/HR NGO Job. HR Jobs In Kenya.

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Key Duties and Responsibilities

Executive Office Support

• Manage the President/CEO’s calendar, appointments, and travel logistics to ensure efficient and prioritized scheduling.
• Organize and coordinate internal and external meetings, prepare relevant briefing materials, and draft minutes and follow-up action plans.
• Serve as the principal liaison between the President/CEO’s office and internal/external stakeholders, maintaining a high level of confidentiality.
• Support preparation and documentation for Board and donor engagements, including scheduling, logistics, and minutes.
• Manage complex international and domestic travel arrangements including visa processing, accommodation, and itineraries for the President/CEO and senior management.
• Maintain organized electronic and physical filing systems for sensitive documentation.
• Support cross-organizational initiatives directly managed by the President/CEO and ensure tracking of deliverables and timelines.

Human Resources Management

• Supporting the design and execution of ICED’s HR strategy, including workforce planning, recruitment, retention, and succession planning.
• Managing the full recruitment lifecycle in collaboration with hiring managers across locations.
• Coordinating onboarding, orientation, performance management, grievance handling, and exit processes.
• Ensuring accurate maintenance of personnel files and payroll records with appropriate confidentiality.
• Advising management on compensation trends, benefit packages, and incentive systems.
• Designing and delivering internal learning and development programs.
• Leading the review and development of HR policies and procedures, including employee handbooks and codes of conduct.
• Managing HR Information Systems (HRIS) and data integrity across ICED offices.

Office Administration

• Oversee daily office administrative functions, ensuring smooth operations across sites.
• Manage staff welfare programs including insurance, pensions, safety, and workplace wellness.
• Coordinate service contracts for office supplies, facilities, and utilities.
• Provide additional support and undertake other administrative responsibilities as delegated.

Qualifications and Experience

• Master’s degree in human resource management (HRM) or in any other related discipline from a recognized university with a postgraduate diploma in HRM.
• Minimum of 7–10 years of progressive HR experience, ideally with prior executive support exposure.
• Demonstrated experience managing HR functions in multi-country or regional contexts is strongly preferred.
• Solid understanding of Kenyan labor law; knowledge of Ghanaian labor practices is an asset.
• Proficient in Microsoft Office Suite and HR software systems.
• Strong organizational, project management, and stakeholder engagement skills.
• High degree of professionalism, confidentiality, emotional intelligence, and attention to detail.
• Ability to work independently and collaboratively within a dynamic and multicultural team.

Personal Attributes

• High integrity, transparency, and discretion.
• Proactive and solution-oriented mindset.
• Strong interpersonal and communication skills.
• Flexible, adaptable, and resilient under pressure.
• Keen attention to detail and quality.
• Growth mindset with ambition to transition into a senior HR leadership role.

What we Offer

• A mission-driven, collaborative work environment across Nairobi and Accra.
• Opportunities to shape and grow ICED’s HR and administrative systems.
• Exposure to international partnerships and senior leadership.
• Competitive remuneration and benefits aligned with qualifications and experience.

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How to Apply

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