Human Resources Officer

Job Description

Job summary
The Human Resources (HR) Officer provides day-to-day operational and administrative support in the implementation of HR policies, processes, and systems across assigned departments. The role ensures that HR operations are delivered efficiently, employee queries are addressed promptly, and all activities comply with company policies, labour laws, and statutory requirements. The HR Officer works closely with the Senior HR Business Partner to support a motivated, productive, and compliant workforce.
Key roles and responsibilities
• HR Operations & Administration
– Support the implementation of HR policies, procedures, and standard operating processes.
– Maintain accurate and up-to-date employee records, contracts, and personnel files in both digital and hardcopy formats.
– Prepare HR correspondence such as letters of appointment, confirmation, and separation.
– Manage leave applications, attendance, and timekeeping systems in collaboration with line supervisors.
– Track probation periods, contract renewals, and end-of-service formalities.
– Handle routine employee inquiries and provide guidance on HR processes and entitlements.
• Recruitment, Onboarding & Exit Management
– Assist in coordinating recruitment logistics, including posting job adverts, shortlisting, scheduling interviews, and conducting reference checks.
– Facilitate new hire documentation, induction, and orientation programs.
– Prepare onboarding packs and ensure new employees are integrated smoothly into the workplace.
– Maintain recruitment trackers and staffing reports for assigned departments.
– Support offboarding processes – exit interviews, clearance forms, and return of company property.
• Employee Relations & Welfare
– Support the implementation of employee engagement and welfare programmes.
– Maintain open communication with staff and assist in resolving basic grievances or workplace concerns.
– Assist in coordinating disciplinary and grievance processes, ensuring proper documentation.
– Participate in staff meetings, town halls, and employee feedback initiatives.
– Collaborate with Administration and Health & Safety to ensure workplace safety and welfare facilities are maintained.
• Performance Management & Learning Support
• Support the coordination of performance appraisal processes.
• Track performance data and compile reports for the Senior HR Business Partner and Head of HR.
• Assist in identifying training needs and coordinating learning and development activities.
• Maintain training records, attendance, and post-training evaluation data.
• Support succession and development programs for staff through logistical coordination.
• Payroll & Benefits Administration
– Collect and verify payroll inputs, attendance, overtime, allowances, and deductions, for timely submission to HR Shared Services/Payroll.
– Maintain records of staff benefits, such as medical, pension, and insurance enrollments.
– Handle employee queries related to pay, leave, and benefits, escalating complex issues as needed.
– Support vendor liaison for outsourced HR services (e.g., medical, payroll, background checks).
• HR Compliance & Reporting
– Ensure HR processes comply with Kenyan labour laws, Wage Orders, and OSHA/WIBA/NSSF/SHIF requirements.
– Support HR audits by maintaining complete and compliant employee documentation.
– Prepare periodic HR reports on headcount, turnover, absenteeism, and workforce statistics.
– Maintain confidentiality and data protection in handling all HR records and employee information.
• Culture, Communication & Continuous Improvement
– Promote company values and culture through day-to-day interactions with staff.
– Support internal communication on HR initiatives, policy updates, and employee engagement activities.
– Contribute to process improvement in HR service delivery through feedback and innovation.
– Foster a positive, inclusive, and high-performance culture within the organization.
• Compliance with Vistari’s Corporate Systems
– Apply the highest standards of internal controls and risk management practices and behaviours and embed a positive risk and control culture.
– Demonstrate prudence, sound judgement, and appropriate and timely escalations in management of all types of risk (including fraud risk) applicable to the role.
– Promote and adhere to Vistari’s core values and ensure compliance with organisational policies and procedures, collective agreements, and statutory employment standards.
– Maintain zero tolerance to bribery, fraud, and corruption, and ensure the immediate reporting of any corruption or suspect behaviour that threatens Vistari’s reputation.
– Adhere to safeguarding policies and procedures and immediately report any safeguarding concerns.
– Any other related responsibilities that may be assigned by the Line Manager from time to time.