Job Description
JOB TITLE: Programme HR & Administration Officer
REPORTS TO: Corporate Services Manger
REPORTING TO POSTHOLDER: None
LOCATION: Nairobi with frequent field travel as the programme requires
DURATION & HOURS: Full–time & fixed term, renewable based on performance and
availability of funds.
PURPOSE OF THE ROLE
The purpose of this role is to ensure that HR support function is managed effectively, efficiently
and professionally to achieve objective in the Empowering Youth in Sustainable
Aquaculture Markets and Jobs creation program implemented by Farm Africa in
partnership with Mastercard Foundation. The programme aims to tap the potential offered by
the aquaculture sector for entrepreneurship and employment, building knowledge and
capacity so that young people, especially women, are attracted by the opportunities and
growth potential offered by working in aquaculture and mariculture. The programme will cover
Kakamega, Kisumu, Homa Bay, Busia, Siaya and Kilifi.
The officer will be responsible for providing responsive high quality service to HR issues and
administration in areas of recruitment & selection, HR database, contracts processing, record
management and staff separation.
KEY TASKS AND RESPONSIBILITIES
Human Resource Management
Communicate with the hiring managers and make sure all necessary information is
captured in the job description as per Farm Africa JD template. Schedule interviews, invite
candidates, carry out background checks.
Ensure that hiring managers are periodically updated on the status of staffing requests
and conduct longlisting of the application submitted
Post the vacancy announcements, and ensure shortlisting are made in consultation with
the Corporate Services Manager (CSM) and hiring managers;
Coordinate arrangement of written tests, interview, and other selection processes and
maintains proper documentation of the selection process
Provide HR induction to the newly hired staff and ensure required department inductions
are conducted as per the recruitment procedure/plan
Maintain staff files, regularly updating them and ensuring safe storage at the designated
areas both physical and digital.
Prepare a checklist and review the employee records in light of the checklist and take
appropriate measures in case of incompleteness.
Facilitate annual policy refreshment program for staff to understand the policies e.g.
safeguarding policy, conflict of interest and the code of conduct
In collaboration with the Corporate Services Manager support to prepare the consultants
contracts as per the programme activities.
On monthly basis collect and report on the HR KPI data
Follow up and collect all the performance appraisal/and or probation and mid-term reviews
by ensuring that it is done within time.
Maintain and record every new employment, transfer, promotion, salary adjustment, salary
scale revision, resign, terminated activities
Ensure the separated employee has completed clearance on time
Track staff contract’s expiry dates and advice for renewals
Compile payroll data and forward for approval
Administration
Ensure that the offices are compliant and certificate renewals for Occupational Safety and
Health Act (OSHA) are valid.
Ensure employee leave records are compiled and administered well
Make sure that all the offices leases are up to date and valid. Manage communication with
the landlords/property managers for efficient running and maintenance of the office
premises
In collaboration with the Corporate Services Manager ensure staff benefits are
administered well i.e. medical and pension.
Maintain the service agreements with service providers to ensure value for money
Ensure that staff have the tools/assets for work and report any malfunction or repairs.
Maintain and record every new employment, transfer, promotion, salary adjustment, salary
scale revision, resign, terminated activities
Update organization security plan
Oversee and follow up on proper filing of all communication, correspondence,
Any other duties assigned from time to time
These essential functions are not to be interpreted as a complete statement of all duties
performed. Employees will be required to perform other job-related duties as required. All work
responsibilities are subject to having performance goals and/or targets established.
PERSON SPECIFICATION
Essential Desirable
Education, qualifications & other knowledge
A Bachelor’s degree in HR management,
Business Administration or any other
equivalent qualification from recognized
institution
Diploma in HRM or similar relevant
qualification
Experience
Minimum 3 years work experience in HR
& Administration or related field
Experience working knowledge of HRIS
systems
Preferably with International or Local
NGO experience with good knowledge of
HR best practices and standards.
Must have HR professional certification
e.g. IHRM
Skills & abilities
Prove project management skills across
matrix team Strong customer service ethic and abilities
Ability to maintain confidential information Ability to exercise considerable judgment and
discretion in dealing with matters of
significance for the company
Must have a sound work ethic, excellent
communication skills and work well both
independently or as members of a team.
Have good spoken and written
communication skills;
Excellent written and spoken English
language skills;
Strong relations management abilities.
Ability to relate with people at all levels
both internal & external
Computer literacy
Our Values
Investing in smallholder farming is the number one way to combat poverty in rural Africa. Farm
Africa is a leading NGO specialising in growing agriculture, protecting the environment and
developing businesses in rural Africa.
EXPERT: Expertise and insightful evidence-based solutions are at the heart
of everything Farm Africa does.
GROUNDED: Our teams and partners work closely with local communities, engaging them
in every level of decision-making.
IMPACTFUL: We deliver long lasting change for farmers, their families, and the
environments they live in.
BOLD: We model innovative approaches and are not afraid to challenge strategies that
are failing.