1. 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- 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
- Track record of maintaining accurate records and delivering high-quality HR administrative support