HR and Administration Officer at CDL Human Resource

The HR and Administration Officer will be responsible for overseeing human resource and administrative functions within the Sacco, including workforce planning, performance management, training and development, employee relations, leave management, and office administration. The role also includes providing high-level administrative and secretarial support as the Personal Assistant (PA) to the CEO, ensuring seamless day-to-day operations. The Officer will drive a cohesive and performance-based culture aligned with the Sacco's strategic objectives.

Roles and responsibilities

Training and Development:

• Coordinate organizational training needs assessments and develop training programs in line with the Sacco’s overall strategy to improve performance.
• Implement training and development interventions that foster growth and build staff capacity.
• Evaluate the effectiveness of training programs and make adjustments as needed.

Performance Management:

• Develop and maintain a cohesive performance-based culture that delivers on the Sacco's objectives.
• Implement and monitor performance appraisal systems and provide feedback to management on performance trends.
• Ensure the organization’s performance management system aligns with business goals and promotes employee development.

Employee Relations:

• Manage employee relations, welfare, and safety to foster a conducive work environment.
• Ensure compliance with labor laws and regulations related to health, safety, and employee well-being.
• Handle employee grievances and conflict resolution in alignment with the Sacco’s policies.

Leave Management:

• Administer the leave management system to track employee leave.
• Ensure compliance with leave policies and communicate leave balances to staff and management.
• Provide regular leave utilization reports.

HR Records Management:

• Maintain and manage accurate employee records, including contracts, performance reviews, and leave data.
• Ensure proper documentation of HR processes, including hiring, training, and disciplinary actions.
• Develop secure and efficient systems for managing employee records.

PA to the CEO Functions:

• Provide comprehensive administrative support to the CEO, including managing the CEO's calendar, scheduling meetings, and organizing travel arrangements.
• Handle confidential information and maintain a high level of discretion.
• Prepare and manage correspondence, reports, presentations, and minutes of meetings on behalf of the CEO.
• Serve as the main point of contact between the CEO and internal/external stakeholders.
• Draft and manage communications on behalf of the CEO, ensuring timely responses.
• Organize and coordinate meetings for the CEO, including board and executive meetings.
• Prepare agendas, distribute materials, and ensure timely follow-up on action items.
• Assist the CEO in project management and follow-up on organizational tasks to ensure smooth operations.
• Handle ad-hoc tasks as required by the CEO.

Office Management / Administration

• Maintains office services by organizing office operations and procedures
• Coordinating between departments and operating units in resolving day-to-day administrative and operational problems
• Supervision of cleaning and tidying schedules of the office
• Ensuring all bills from service providers are paid on time, example - Electricity, water, rent, insurance, internet and postage etc. 
• Ordering office supplies and stationery in line with procurement policies
• Organizing for staff and visitors’ accommodation

Key Skills and Competencies

• Strong leadership and people management skills.
• Excellent communication and interpersonal skills.
• Ability to handle sensitive and confidential information with discretion.
• Strong organizational and problem-solving skills.
• Proactive, with the ability to work independently and as part of a team.
• Ability to develop and implement HR and administrative policies.
• Labour laws understanding

Requirements

Academic Qualifications & Experience

• Bachelor’s degree in Human Resource Management, Business Administration, or a related field.
• Professional certification in HR (e.g., CHRP) or membership in a recognized HR body (e.g., IHRM).
• At least 5 years of experience in HR, administration, or similar roles, preferably within a financial institution or Sacco.
• Proven experience in employee relations, performance management, and organizational development.
• Experience as a Personal Assistant or Executive Assistant, providing high-level administrative support.
• Strong understanding of Kenyan labor laws and best HR practices.
• Proficiency in MS Office and HRIS systems.