HR & Admin Officer Job in Kenya

Key Responsibilities

Payroll processing

Manage and facilitate the timely and accurate Payroll operations for monthly payrolls which includes the following:

Processing payroll-related expenses
Ensure Tax payments and reconciliations are done
Calculate and enter payroll data.
Update employee information and deductions on the payroll platform
Perform month-on-month payroll reconciliations
Prepare monthly payroll reports
Ensuring the payroll notes are correct and updated

Manage compliance with all statutory regulations and submissions of statutory remittances complying with stipulated deadlines.
Ensure the remittance advices are received from finance department and filed accordingly.
Review employee data changes such as new hire entry, promotions, status changes, and terminations and update these on the payroll system.
Respond to payroll related queries from staff.
Prepare KRA P9 forms for staff at the beginning of every year.
Be the focal person for audit matters regarding payroll.

Administration roles

Ensure that the Global Data Protection Regulation (GDPR) and Protection of Personal Information Act are applied in all HR & administrative policies & processes of the Office, in compliance with local and international requirements.
As a member of the Occupational Safety and Health Committee (OSH) and HR representative in the committee, ensure all safety and health issues are considered for staff and reflected in policies.
Lead and prepare necessary HR files in case of audits, and HR reports to the respective departments/Auditors.

Processing of benefits: School fees benefit

Communicate the school fees guidelines clearly to eligible staff.
Receive and process applications for the school fees benefit from eligible employees.
Verify the submitted documents to ensure completeness of the invoices.
Prepare the annual fees tracker for each staff ensuring accuracy of data entered.
Forward verified and approved claims to the Finance department for processing.
Clarify any discrepancies or follow-up queries from Finance.
Notify employees of the status of their applications (approved, pending, or rejected).
Provide timelines for payment or reimbursement and clarify any missing or incorrect documentation.
Ensure accurate records of deductions and taxable amounts for ease of reference.
File all documents (physical or digital) in the respective staff personal files and benefit folders.

HRBP Responsibilities

These roles will be applicable across all HR Officers but will be tailored to the specific staff portfolio that each HR Officer supports.

Staff Onboarding

The HR officer will support incoming staff who fall under their portfolio to ensure that they experience a seamless process while joining MSF. The tasks will include:

Step Calculation

The HRO will receive the onboarding request from Recruitment or Cross admin and take up the responsibility of calculating the entry step for the new joiner.
Communicate the contract details to the new joiner ensuring clarity and that all queries are answered satisfactorily.
Liaise with travel unit to support the relocation of the joiner and their family as necessary.

Contracting

Prepare the contract document and share with the joiner.
Ensure that all documentation required from joiner are received.
Ensure signing of the MSF Charter, behavioral commitment and data protection documents is completed by the joiner.

Enroll the joiner onto the applicable insurance covers

Inpatient for Kenyan Employees.

Ensure the new joiner and their dependents are correctly added to the cover

Inpatient, outpatient and Life Assurance for Non-Kenyan employees.

Ensure the new joiner and their dependents are correctly added to the cover

Enrolment of Health insurance for Kenyan employees.

Ensure the new joiner and their dependents are correctly added to the cover

Enrolment of Life Assurance for Kenyan Employees.

Ensure the new joiner and their dependents are correctly added to the cover

Pension Provident Fund

Ensure the joiner has filled out the application form.
Submit the duly filed application form to the pension provider to ensure enrollment onto the provident fund.

Leave

Enroll the joiner to the leave portal and ensure accurate records of the beginning of contract.

Filing

Open a physical and electronic file and ensure all documents are filed.

Update new joiner details on the HRIS

Updating all relevant information into the IHRS System.
Upload all the joiner documents on the e-filing system.
Ensure accuracy of details for the payroll system.
Update the Payroll notes with accurate details of the joiner.

Conduct briefing session with new joiner

Ensure new joiner is adequately briefed on all HR matters.
Coordinate with L&D to ensure the joiner is scheduled for all necessary courses such as Welcome to MSF, Safe use of IT, Safeguarding, Data Protection etc.
Submit the probation form to the joiner’s supervisor and explain how it is used.
Follow up on probation assessment at the end of three months and ensure proper documentation of the process.
After probation ensure the new joiner is supported to complete the objective setting form.

Contract Management

The HR officer will ensure that ALL staff contracts for the staff under their portfolio are up to date and accurate. The HRO will ensure the following:

Drafting Employment Contracts

Prepare employment contracts for new hires under their portfolio.
Ensure accurate inclusion of terms like job title, duties, salary, probation period, leave entitlements, termination clauses, etc.

Reviewing and Updating Contracts

Amend contracts in line with changes in employee roles, compensation, or working conditions.

Contract Administration and Record keeping

Track key dates such as contract start/end dates, probation reviews, and renewal deadlines.
Ensure step changes are communicated in time and changes updated on the payroll system

Managing Contract Renewals and Extensions

Monitor contract expiration dates and initiate timely renewal or termination processes.
Liaise with supervisors and managers to assess performance before extending contracts.

Handling Contract Terminations

Guide and process contract terminations, ensuring fair and lawful procedures.
Prepare necessary documentation for exit, including final settlements and clearance forms.

Filing

The HR officer will ensure that the filing system for the staff under their portfolio is up to date and accurate. The HRO will ensure the following:

Document Collection & Verification

Collect all required employee documents such as contracts, ID copies, academic certificates, job descriptions, and onboarding forms.
Verify the authenticity and completeness of documents before filing.

Organizing & Labelling Files

Create and maintain a personal file for each employee (physical or digital).
Label files clearly with the employee’s name, staff ID, and employment category (e.g., national, non-Kenyan, contract, etc.).
Update the HRIS and ensure correctness of data for staff at all times

Filing, Updates & Maintenance

Ensure all updates such as promotions, performance reviews, disciplinary actions, and training records are promptly added to the file.
Regularly review files to ensure accuracy and completeness.

Ensuring Confidentiality & Security

Maintain strict confidentiality and data protection standards when handling employee files.
Store physical files in secure, locked cabinets and digital files in encrypted, access-controlled systems.

Archiving & Disposal

Archive inactive or exited employee files according to the organization’s retention policy.
Ensure proper and secure disposal of outdated or expired documents in compliance with legal and organizational requirements.

Compliance & Audit Readiness

Ensure that all filed documents meet legal, organizational, and audit standards.
Prepare and organize files for internal or external HR audits as needed.

Management of the PMS

Collaborate with the staff’s supervisor to complete the PMS documents .
Support the processes of objective setting, mid-year reviews and end of year appraisals
Prepare accurate and comprehensive reports on the outcomes of performance management processes for staff within the assigned portfolio.
Support and communicate performance evaluation processes criteria and timelines to ensure adherence by staff within portfolio.
Address employee inquiries related to performance evaluation onboarding job descriptions poor performance and performance reviews.

Staff Deboarding

The HR officer will support the role of deboarding for staff under their portfolio to ensure a smooth and respectful transition for both the departing employee and MSF. The tasks will include:

Exit Communication & Documentation

Acknowledge resignation or termination formally in writing.
Provide a clear off-boarding checklist to the employee and relevant departments.
Coordinate final working dates, handover timelines, and responsibilities.
Update Payroll notes with the exit details and payments.

Clearance & Handover Process

Ensure all company property is returned (laptops, ID cards, phones, etc.).
Oversee a structured handover of duties and responsibilities to colleagues or successors.
Confirm the revocation of system access and credentials with IT.
Remove the exiting staff from the various insurance covers and confirm with the providers.

Final Settlements

Coordinate the final payroll processing, including:

Accrued leave balances.
Any final payments or deductions.
Severance or benefits (where applicable).
End of contract relocation dues where applicable.
Support the exiting staff to process their provident fund.
Issue the discharge of liability document.
Issue the certificate of service.

Exit Interview

Conduct an exit interview to gather feedback on the employee’s experience, reasons for leaving, and suggestions for improvement.
Document key insights for organizational learning and retention strategies.

Compliance & Recordkeeping

Ensure that all legal and organizational requirements related to termination are met (e.g., notice periods, documentation).
Update personnel records to reflect the employee’s exit.

Communication to Stakeholders

Inform relevant departments (e.g., Finance, IT, Facilities) of the exit schedule.
Communicate the departure professionally within the team, maintaining confidentiality and respect.

Death of an employee

Liaise with the listed next of kin for processing of benefits.
Obtain a copy of the death certificate from the next of kin.
Hand over any personal effects to the identified next of kin.
Follow up with next of kin for return of organization’s assets.
Process all dues to the next of kin while following the necessary legal provisions.
Close and archive the employee’s personal file according to HR policy and retention guidelines.

Requirements

Education

A Bachelor’s degree in Human Resource Management, Administration, or an equivalent qualification from a recognized institution.
Applied knowledge of HRIS tools and processes.
Knowledgeable on issues of Diversity, Equity and Inclusion.
Fluency in English is required, and knowledge of French and a third language is an added advantage.

Experience

At least three (3) years of experience in Human Resources and Administration with prove experience in people management.
Experience in payroll management and staff administration, recruitment, training and performance management.
Experience with MSF or other humanitarian NGOs is an added advantage.

Competencies