HR Administrative Assistant Job KSC

HR Jobs, Kisii Smart Community Jobs.

Role Description

This is a full-time, on-site role for a Human Resources Administrative Assistant based in Kisii. The role involves providing administrative and HR-related support, maintaining employee records, assisting with recruitment processes, organizing and scheduling meetings, and ensuring effective communication between staff members. This role is ideal for a highly organized, proactive, and creative individual who enjoys working with people, systems, and processes, and who can support HR initiatives while maintaining confidentiality and professionalism.

Responsibilities

HR Administration & Operations

• Maintain accurate and up-to-date employee records (both physical and digital) including contracts, personal files, leave records, and disciplinary documentation.
• Support onboarding and offboarding processes (contracts, induction materials, system access, exit documentation).
• Assist in managing HR systems (e.g., ERP Next) including data entry, updates, and report generation.
• Support with staff confirmations, contract renewals, and probation tracking.
• Support payroll processes by preparing HR-related inputs (new hires, exits, leave, allowances, deductions) in liaison with Finance.

Recruitment & Talent Support

• Assist with recruitment processes including posting job adverts, scheduling interviews, shortlisting support, and reference checks.
• Prepare interview packs, scoring sheets, and recruitment documentation.
• Support hiring managers with candidate communication and interview logistics.

Leave, Attendance & Compliance

• Track employee leave, absenteeism, and attendance records.
• Support in following up on leave approvals, handover and ensure compliance with company policy and labor laws.
• Assist with preparation of HR reports related to headcount, leave, turnover, and compliance.

Employee Engagement & Communication

• Support internal communications including staff notices, memos, HR updates, and policy communication.
• Assist in planning and coordinating staff engagement activities, trainings, and team events.
• Handle employee HR-related queries and escalate complex issues appropriately.

Policy, Documentation & Compliance

• Assist in drafting, updating, formatting and following up on HR policies, SOPs, templates, and HR documents to ensure compliance.
• Ensure HR practices align with labor laws, internal policies, and organizational standards.
• Support audits and compliance reviews by preparing HR documentation as required.

Creativity & Employer Branding

• Support creative HR initiatives such as onboarding materials, internal campaigns, staff wellness activities, and HR presentations.
• Assist with content creation for internal communications (e.g., posters, presentations, newsletters, announcements).
• Help maintain a positive and engaging employee experience through thoughtful HR support.

Hub Support, Field HR & Compliance

• Conduct regular hub visits to support employees and management on HR-related matters.
• Reinforce HR policies, procedures, and organizational values at hub level.
• Monitor compliance with HR policies, labor standards, and internal SOPs.
• Act as the first point of HR contact for hub-based staff, responding to HR-related questions and concerns.
• Observe and assess staff welfare, morale, attendance, and workplace conditions during hub visits.
• Identify HR risks, gaps, and improvement areas at hub level and propose practical solutions.
• Prepare and submit structured monthly HR field reports to the HR & Administration Manager, highlighting findings, issues, trends, and recommended actions.

General Administration Support

• Provide administrative support to the HR & Administration Manager as needed.
• Coordinate meetings, trainings, and HR-related calendars.
• Perform any other HR or administrative duties as assigned.

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Qualifications

• Bachelor’s degree in Human Resources, Business Administration, or a related field.
• Minimum 3-4 years’ experience in HR and administrative support roles.
• Knowledge of Kenyan labor laws and HR best practices.
• Experience in an innovative, community development, or agribusiness environment is desirable.
• Experience with creative tools i.e canva is an added advantage.
• Experience working in a startup or mid- level organization is desirable.
• Must be located in Kisii or willing to relocate.

Technical competencies

• Proficiency in HR Information Systems (HRIS) / ERP platforms (e.g., employee records, leave, contracts, basic reports).
• Ability to prepare HR reports, trackers, and summaries with accuracy and clarity.
• Ability to handle HR documentation, filing systems, and audit-ready records.
• Proficiency in Microsoft Excel, Powerpoint, Google Sheets, and basic data analysis
• Basic graphic design skills using Canva or Adobe tools.

Core competencies

• Strong administrative and organizational skills with high attention to detail.
• Excellent written and verbal communication skills.
• High level of confidentiality, integrity, and professionalism.
• Creative mindset with the ability to present information clearly and engagingly.
• Strong interpersonal skills and ability to work with diverse teams.
• Ability to multitask, prioritize, and meet deadlines.
• Comfortable working in a high pressure environment.
• Problem-solving attitude with a willingness to learn and adapt

How to Apply

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