HR ADMIN OFFICER

JOB TITLE: HR ADMIN OFFICER

NATURE OF JOB: FULL TIME

INDUSTRY: PHARMACEUTICAL

SALARY: KSHS.40,000-60,000

JOB LOCATION: RUARAKA

DUTIES AND RESPONSIBILITIES

• Maintain up-to-date employee records (both physical and digital) including contracts, personal files, leave records and other HR documentation.
• Prepare HR letters such as contracts, confirmations, warnings, transfers, and other official correspondence.
• Manage the full onboarding and offboarding process, including orientation schedules, documentation, and exit procedures.
• Ensure HR policy compliance and support implementation of HR procedures across the company.
• Monitor and update staff leave balances and attendance records.
• Prepare and post job adverts across relevant platforms.
• Support shortlisting of candidates and coordinate interview logistics.
• Communicate with candidates regarding interview schedules and outcomes.
• Prepare employment contracts and coordinate new staff induction and orientation.
• Serve as the first point of contact for staff concerns and HR queries.
• Support grievance and disciplinary procedures by preparing documentation and scheduling hearings.
• Promote positive employee relations and contribute to a healthy workplace culture.
• Monitor attendance, punctuality, and general staff conduct in line with company policy.
• Support the administration of performance appraisal cycles and ensure timely submission of evaluations.
• Track staff performance objectives and follow up with supervisors on progress.
• Identify training needs and assist in coordinating staff learning and development programs.
• Maintain training records and ensure compliance with internal capacity-building requirements.
• Compile and verify timesheets, overtime, and attendance data ahead of payroll processing.
• Liaise with the Finance team to ensure accurate and timely payroll inputs.
• Support communication of payroll-related information to employees as needed.
• Oversee office supplies management: procurement, distribution, and inventory updates.
• Coordinate facility maintenance, repairs, cleaning services, utilities, and service providers.
• Manage office logistics, including meeting room scheduling, travel arrangements, and company events.
• Ensure a well-organized and conducive working environment.
• Ensure all HR activities comply with Kenyan labor laws and company policies.
• Prepare periodic HR and administrative reports (recruitment, leave, staff turnover, training, etc.).
• Support audits and ensure all HR and admin records are properly updated and accessible.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Diploma or Degree in Human Resource Management, Business Administration, or a related field.
• 2–5 years’ experience in HR and Administration in a busy work environment
• Membership with IHRM is an added advantage
• Knowledge of Kenyan labor laws and HR best practices
• Experience with HRIS systems is an added advantage