HR & Administration Assistant

WE ARE HIRING: HR & ADMINISTRATION ASSISTANT 

We are seeking a proactive and highly organized HR & Administration Assistant  to provide end-to-end HR and administrative support for field-based sales projects.

The successful candidate will be responsible for maintaining a strong talent pipeline, recruiting and onboarding sales personnel, coordinating training, maintaining employee records, supporting performance management and ensuring smooth HR operations across various projects.

Key Responsibilities

Talent Acquisition & Workforce Planning

  • Build and maintain a strong database of qualified candidates, particularly merchandisers and field sales personnel.
  • Continuously source, screen and maintain a pipeline of candidates for replacements, expansion and new project requirements.
  • Ensure qualified replacement candidates are available within 24 hours for urgent staffing needs.
  • Coordinate job advertising, shortlisting, interviews, reference checks and recruitment documentation.
  • Work closely with project and sales managers to forecast staffing requirements.
  • Support achievement of a 48-hour vacancy time-to-fill target.

Onboarding & HR Administration

  • Coordinate onboarding and induction of new employees.
  • Ensure employment documentation is complete, verified and properly maintained.
  • Manage employee records, contracts and HR databases.
  • Track attendance, leave, transfers, exits and other employee movements.
  • Prepare accurate HR and workforce reports.

Training & Development

  • Coordinate induction and product training for new sales hires.
  • Schedule refresher training in collaboration with trainers and project managers.
  • Maintain training attendance and participation records.
  • Monitor training effectiveness and identify employee skill gaps.
  • Recommend appropriate development interventions.

Performance Management

  • Coordinate performance management activities across assigned projects.
  • Track employee KPIs, performance reviews and Performance Improvement Plans (PIPs).
  • Support managers in conducting regular employee performance evaluations.
  • Analyze performance data and identify trends or areas requiring intervention.
  • Follow up on agreed performance action plans.

Employee Relations & Engagement

  • Serve as the first point of contact for HR-related queries from project employees.
  • Support employee engagement and welfare initiatives.
  • Assist with disciplinary and conflict-resolution processes.
  • Promote positive employee relations and workplace morale.
  • Conduct exit interviews and provide insights to support employee retention.

Compliance & HR Operations

  • Ensure compliance with Kenyan labour laws, HR policies and project requirements.
  • Maintain confidentiality of employee information.
  • Monitor adherence to attendance, conduct and operational standards.
  • Support payroll preparation through accurate attendance and employee information.
  • Assist with HR audits and compliance reviews.

HR Reporting & Coordination

  • Prepare weekly and monthly reports covering recruitment, headcount, attrition, attendance, training and employee performance.
  • Work closely with sales managers, field supervisors and retail partners on workforce matters.
  • Monitor staffing levels across projects and recommend interventions to maintain adequate coverage.

Qualifications & Experience

  • Diploma or Bachelor’s Degree in Human Resource Management, Business Administration, Psychology or a related field.
  • Minimum 2–3 years’ HR experience.
  • Previous experience supporting field sales, merchandising, FMCG, consumer electronics or retail teams is highly desirable.
  • Hands-on experience in high-volume recruitment and management of field-based employees.
  • Good knowledge of Kenyan labour laws and HR best practices.
  • Experience coordinating training and performance management processes will be an added advantage.

Key Skills & Competencies

  • Strong recruitment and talent-sourcing skills.
  • Excellent organizational and administrative abilities.
  • Strong communication and interpersonal skills.
  • Ability to work in a fast-paced environment and manage multiple priorities.
  • Strong reporting and analytical skills.
  • Proficiency in Microsoft Office, particularly Excel.
  • Good problem-solving and conflict-resolution skills.
  • High level of integrity and confidentiality.
  • Ability to work independently while collaborating effectively with cross-functional teams.

 

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