HR, Administration & Executive Assistant Job in Kenya

Reports to: Managing Director

Industry: Food & Beverage Ingredients Distribution
Location: Kenya
Employment Type: Full-Time

Our client, a leading company in the food and beverage ingredients distribution industry, is seeking to recruit a highly organized, proactive, and detail-oriented HR, Administration & Executive Assistant to support human resource operations, office administration, and executive coordination functions. The ideal candidate will play a key role in ensuring smooth daily operations, maintaining compliance with labor regulations, supporting staff engagement initiatives, and providing high-level administrative and executive support to senior management.

Key Responsibilities

Human Resource Management

  • Assist in recruitment, onboarding, induction, and exit management processes.

  • Maintain employee records, contracts, leave records, and HR documentation.
  • Coordinate probation reviews, confirmations, performance appraisals, and disciplinary processes.
  • Support implementation and adherence to HR policies and procedures.
  • Prepare HR reports including attendance, leave tracking, and staff turnover reports.
  • Coordinate staff training and development programs.
  • Ensure compliance with Kenyan labor laws and statutory requirements.
  • Support payroll preparation by providing employee updates and HR data.
  • Coordinate employee engagement and staff welfare initiatives.
  • Handle confidential employee information with professionalism and integrity.

Administration Functions

  • Oversee office administration and ensure efficient daily office operations.
  • Manage office supplies, utilities, equipment, and maintenance schedules.
  • Coordinate office cleaning, security, and facility management services.
  • Maintain filing systems, document control procedures, and administrative records.
  • Manage company assets and administrative inventories.
  • Coordinate travel arrangements, accommodation bookings, and logistics.
  • Ensure compliance with workplace health and safety standards.
  • Support procurement of office supplies and administrative services.

Executive Assistant Responsibilities

  • Manage the Managing Director’s calendar, meetings, appointments, and schedules.
  • Prepare meeting agendas, minutes, presentations, reports, and briefing materials.
  • Coordinate executive communication and correspondence.
  • Screen calls, emails, visitors, and meeting requests on behalf of management.
  • Follow up on action items, departmental reports, and executive deliverables.
  • Organize management meetings, company events, and business travel arrangements.
  • Maintain confidentiality of executive and company information.
  • Assist in preparation of board papers, executive reports, and presentations.

Compliance & Documentation

  • Ensure proper maintenance of employee files and statutory records.
  • Coordinate compliance with Kenyan Employment Act, NSSF, NHIF, PAYE statutory requirements
  • Occupational Safety and Health (OSH) requirements
  • Maintain confidentiality and security of company records and documents.
  • Ensure HR contracts and documentation are updated and properly filed.

Communication & Coordination

  • Serve as a liaison between management and employees.
  • Coordinate internal communication, notices, and staff updates
  • Support interdepartmental coordination and administrative follow-ups.
    Handle administrative inquiries and correspondence professionally.

Qualifications

  • Bachelor’s Degree in Human Resource Management/ Business Administration/Commerce or a related field
  • Higher Diploma or certification in Human Resource Management is an added advantage.
  • Membership with IHRM Kenya is an added advantage.
  • Minimum 2–5 years’ experience in HR, administration, or executive support roles.
  • Experience in FMCG, food & beverage, manufacturing, or distribution industry is preferred.
  • Proficiency in Microsoft Office Suite and HR systems.
  • Strong report writing and organizational skills.

Key Competencies

  • Excellent communication and interpersonal skills.
  • High level of confidentiality and integrity.
  • Strong organizational and multitasking abilities.
  • Excellent time management and prioritization skills.
  • High attention to detail and accuracy.
  • Strong problem-solving and coordination skills.
  • Professionalism and discretion.
  • Ability to work under pressure and meet deadlines.
  • Good planning and administrative capabilities.

Key Personal Attributes

  • High level of professionalism and accountability.
  • Self-driven and proactive.
  • Strong teamwork and collaboration skills.
  • Ability to maintain confidentiality and handle sensitive information.
  • Adaptable and flexible in a fast-paced environment.
  • Strong work ethic and commitment to operational excellence.
  • Positive attitude and strong interpersonal presence.

How to Apply

If you are up to the challenge and possess the necessary qualifications and experience, please send your CV only quoting the job title in the email subject (HR, Administration & Executive Assistant) to: vacancies@corporatestaffing.co.ke before 22nd May 2026.

NB: Only shortlisted candidates will be contacted. If you do not receive any communication from us within two weeks of your application, kindly consider your application unsuccessful. We appreciate your interest and thank you for applying.

Corporate Staffing Service never asks candidates to pay any money or pay for tests at any stage of the recruitment process.