DUTIES AND RESPONSIBILITIES: HR Administration & Employee Lifecycle Management: Coordinate end-to-end recruitment processes including job postings, candidate screening, interview scheduling, and documentation. Manage new employee onboarding and induction programs, ensuring all documentation is completed accurately and filed appropriately. Process employee exits including clearance procedures, final settlements, and exit interviews. Maintain accurate and up-to-date employee files (both physical and digital) in compliance with data protection and company standards. Prepare and process all employment contracts, contract renewals, amendments, and termination letters with precision. Payroll, Time & Attendance Management: Coordinate monthly payroll processing, ensuring accuracy in salary calculations, deductions, statutory payments, and benefits. Track and monitor daily staff attendance, manage authorized and unauthorized absences, and maintain accurate attendance records. Administer leave management systems including annual leave, sick leave, maternity/paternity leave planning and tracking. Process and coordinate employee benefits including medical insurance claims, school fees reimbursements, and other entitlements. Compliance & Statutory Requirements: Ensure compliance with Kenyan labor laws, employment regulations, and all statutory requirements (NSSF, NHIF, PAYE, NITA, etc.). Maintain all statutory licenses and registrations, tracking renewal dates and ensuring timely submissions. Prepare documentation and coordinate internal audits (IFC/Adenia) and external audits (KFC, MPS, certification bodies). Monitor changes in employment legislation and finance bills, updating policies and procedures as required. Serve as ESG Compliance Officer, ensuring adherence to investor ESAP requirements and managing ESG risk mitigation actions. Process work permits for expatriate employees and coordinate HELB and NITA reimbursements. Employee Relations & Grievance Management: Handle grievance and disciplinary cases in accordance with company policy and legal requirements, maintaining detailed case documentation. Coordinate and prepare documentation for monthly union-management meetings. Maintain professional working relationships with union representatives, Labour Office, AEA, FKE, and other stakeholders. Provide administrative support for conflict resolution processes and workplace investigations. Coordinate staff welfare and gender committee activities'. Health, Safety & Workplace Records: Maintain PPE database ensuring all employees have required protective equipment and tracking issuance and replacement. Keep accurate records of workplace accidents, sick-offs, and occupational health incidents. Provide administrative support to Health & Safety, Fire Safety, and First Aid committees. Administer workman compensation schemes and maintain records for civil suits related to employment matters. Manage GLA insurance claims processing and documentation. Performance Management Support: Coordinate performance appraisal cycles, tracking completion rates and maintaining appraisal records. Monitor KPI tracking systems and provide reports on performance management metrics. Identify employee training needs based on performance data and coordinate training logistics. Administer Performance Improvement Plans (PIPs) ensuring proper documentation and follow-up. HR Systems, Documentation & Reporting: Maintain HRIS (Human Resources Information System) ensuring data accuracy and integrity. Keep company organogram current and ensure all job descriptions are up to date. Implement and maintain soft filing systems and digital document management protocols. Prepare regular HR reports including workforce analytics (headcount, attendance, turnover, sick-offs, etc.). Compile biannual HR board papers for presentation in June and December. Review and update the Employee Handbook and company HR policies as needed. Budget Management & Third-Party Coordination: Prepare annual HR budget (staffing and materials) and monitor expenditure against approved limits. Manage relationships with third-party service providers (canteen, pension administrators, insurance) ensuring service quality. Coordinate with the company daycare center on administrative matters. Process Improvement & Special Projects: Identify inefficiencies in HR processes and recommend practical improvements to enhance service delivery. Support the implementation of HR system improvements and digitization initiatives. Participate in cross-functional projects such as monthly farm compound inspections with the maintenance manager. Ensure transparent internal communication on HR matters across the organization. KEY COMPETENCIES: Exceptional attention to detail and accuracy in documentation and record-keeping. Strong organizational and time management skills with ability to manage multiple priorities. Excellent problem-solving abilities and process improvement mindset. High level of integrity, confidentiality, and professional ethics. Strong interpersonal and communication skills (written and verbal). Analytical skills with ability to generate meaningful HR metrics and reports. Proactive and self-motivated with ability to work independently. Compliance-focused with thorough understanding of regulatory requirements. Ability to handle sensitive information with discretion. Results-oriented with commitment to delivering quality work within deadlines. Requirements: Bachelor's degree in Human Resource Management, Business Administration, or a related field. CHRP (Certified Human Resource Professional) certification or equivalent HR professional certification is required. Minimum 6-8 years of progressive HR experience. Experience in floriculture, manufacturing, FMCG, agricultural, horticulture, or food production sectors is highly desirable. Strong working knowledge of Kenyan labor laws, employment regulations, and statutory compliance requirements. Demonstrated experience in handling employee relations, grievances, and working with unions. Hands-on experience with HRIS systems and proficiency in MS Office Suite (particularly Excel for data management and reporting). Experience coordinating payroll processes and managing employee benefits administration.
