HR & Office Manager

Job Overview: We are searching for a reliable and organized HR & Office Manager to join our team and

support our daily HR, office and administrative tasks. The ideal candidate will be efficient in handling

clerical duties, providing administrative support, planning and executing events, logistics and ensuring

smooth office operations. This position doubles up as an executive assistant to the Chief of Programs.

If you have excellent organizational skills and a proactive attitude, we encourage you to apply.

Key HR Responsibilities

• Develop and implement recruitment strategies, manage end-to-end hiring processes, and

oversee seamless onboarding.

• Foster collaboration, accountability, team-building, team spirit, etc.
• Ensure performance management systems are implemented, and support teams in alignment

with performance expectations.

• Ensure compliance with Kenyan labour and statutory laws.
• Plan and coordinate office operations and procedures, establish workflows, and protocols to optimize

efficiency, productivity, and organization within the office and among teams.

• Ensure HR policies and handbooks are in line with industry best practices and conduct market

benchmarking for competitive compensation.

• Foster a positive and inclusive office culture, promoting teamwork, collaboration, and employee

engagement through team-building activities, etc

Develop HR strategies for workforce and succession planning, while advising leadership on talent

retention.

• Drive diversity, equity, and inclusion initiatives to align with organizational values.

Generic Admin Responsibilities

• Receive and assist visitors in a professional manner
• Support the leadership in administrative duties such as screening, scheduling interview during

recruitment, etc

• Manage office facilities and equipment, overseeing maintenance, repairs, and procurement of supplies,

furniture, and technology to support daily operations and employee needs.

• Coordinate office logistics, including scheduling meetings, appointments, and events, arranging travel

and accommodations, and managing calendars and itineraries for leadership, executives and staff.

• Oversee office communication channels, including phone systems, email accounts, and internal

messaging platforms, ensuring timely and effective communication among staff and stakeholders.

• Handle administrative tasks, such as drafting correspondence, preparing reports, processing invoices,

managing expense reports (as necessary), and maintaining records and files in compliance with

organizational policies and procedures.

• Serve as a point of contact for internal and external stakeholders, including our Partners, vendors, and

visitors, addressing inquiries, and providing assistance as needed.

• Implement and support teams to ensure adherence to procedures, and standards, ensuring compliance

with regulatory requirements, health and safety guidelines especially around shared spaces, etc

• Coordinate office security measures, including access control, surveillance systems, and emergency

preparedness plans, to safeguard personnel, assets, and facilities.

• Collaborate with other departments and stakeholders to support cross-functional tasks, special events,

contributing administrative expertise and resources as needed.

• Stay updated on office best practices, and technological advancements in office management and

administration, continuously seeking opportunities for process improvement and innovation.

• Undertake any other duties as may be assigned by line manager/supervisor.

Requirements and Qualifications:

• Bachelor's degree in business administration, HR management, or a related field; relevant work

experience may be considered in lieu of formal education.

• +5 years relevant experience preferably in the NGO/Not-for-profit sector, preferably in gender.
• Strong organizational and multitasking skills, with the ability to prioritize tasks, manage competing

priorities, and meet deadlines

• Excellent communication and interpersonal skills, with the ability to interact professionally with staff,

clients, vendors, and other stakeholders at all levels of the organization.

• Proficiency in office software applications, including Microsoft Office Suite (Word, Excel, PowerPoint,

Outlook) and cloud-based collaboration tools, such as SharedPoints, Google Workspace

• Attention to detail in document preparation, ensuring completeness, correctness, and confidentiality of

information.

• Problem-solving skills to resolve problems and improve processes.
• Adaptability and flexibility in responding to changing needs, priorities, and circumstances- solutions

oriented approach to managing office operations.

• Commitment to professionalism, integrity, and confidentiality, maintaining discretion and

confidentiality in handling sensitive information and personnel matters.

Required Skills:

• Communication skills
• Organizational skills
• Team worker
• Problem-solving
• Multitasking
• Attention to detail
• Technology proficiency
• Adaptability