JOB DESCRIPTION

Job title:                                  Human Resource & Administration Officer

Department:                           Operations

Primary Report line:            Area Coordinator -Daadab

Functional Reporting:         HRO – Kenya Somalia program

Supervision:                          Admin & Logistics Assistant

Member of:                            Program Management Team (PMT) 

Duty Station:                         Dadaab

JOB SUMMARY

The Human Resource & Administration Officer is responsible for ensuring effective implementation of human resource policies, systems, and practices at the field level, while providing structured administrative and limited logistics support. The role places primary emphasis on human resource management functions, including recruitment, staff welfare, performance management, and compliance with Kenyan labour laws, while ensuring that office operations and support services enable a safe, dignified, and productive working environment.

DUTIES AND RESPONSIBILITIES
Human Resource Management (Primary Focus: 80%)

·       Assist and coordinate recruitment processes for national and incentive staff, including requisitions, advertising, shortlisting, interviews, reference checks, and onboarding.

·       Prepare and manage onboarding and induction processes for newly hired staff.

·       Maintain accurate and up-to-date staff personnel files in compliance with organizational, donor, and legal requirements.

·       Prepare, renew, amend, and manage staff contracts and oversee exit and separation processes.

·       Monitor probation periods and ensure timely probation reviews and confirmations.

·       Track and report staff movements and monthly HR data for payroll processing.

·       Administer staff leave, attendance, and absences in line with HR policies.

·       Coordinate performance management processes, including appraisals and follow-up actions.

·       Support staff training, team building, learning, and capacity development initiatives.

·       Provide first-line support on staff welfare, coaching, mentorship, and HR queries.

·       Facilitate disciplinary and grievance procedures in line with organizational policies and Kenyan labour law.

·       Coordinate administration of staff benefits, including medical cover and insurance schemes.

·       Ensure compliance with HR policies, safeguarding standards, code of conduct, and occupational health and safety requirements.

·       Prepare HR reports for management and donors as required.

·       Maintain and update all staff files and general records in an organized manner for easy information and record retrieval

Administration & Logistics oversight (Support Role: 20%)

·       Provide oversight of administrative and logistics functions to support smooth office operations.

·       Coordinate staff travel arrangements, including accommodation and flight bookings for leave and Rest & Recuperation (R&R).

·       Manage reception of visitors and facilitate access permits where applicable.

·       Ensure offices and staff quarters are maintained in a safe, secure, and habitable condition in collaboration with the admin and logistic personnel.

·       Assist in organizing staff meetings and other office events as required.

·       Ensure organizational assets are adequately tracked, monitor usage, and oversee repairs and maintenance to ensure longevity and accountability.

Any other HR, Administration, and Logistics duties as assigned.

QUALIFICATIONS & EXPERIENCE

·       Bachelor’s Degree in Human Resource Management, Business Administration, or a related field.

·       Minimum of 4–5 years relevant work experience, preferably in a humanitarian or NGO setting in a role that combines both HR Admin & Logistics work.

·       Member of the Institute of Human Resource Management (IHRM)

·       Certified Human Resource Professional of Kenya (CHRP-K)

·       Strong working knowledge of Kenyan labour laws and HR best practices.

COMPETENCIES

·       Hands-on knowledge of Kenya Labour laws and Human Resources Best Practices

·       Interpersonal and problem-solving skills

·       Communication and good listening skills

CORE VALUES

A person of high integrity who will model LWF/WS Kenya Somali Program core values:

·       Dignity and justice

·       Compassion and commitment

·       Respect for diversity

·       Inclusion and participation

·       Transparency and accountability

 Our recruitment and selection procedures reflect the organization’s commitment to the prevention of abuse and exploitation of beneficiaries.

Disclosure: LWF participates in the Inter-Agency Misconduct Disclosure Scheme developed by the Steering Committee for Humanitarian Response Misconduct Disclosure Scheme — SCHR, which requires LWF to conduct reference checks with prior employers, including questions about employee misconduct. By proceeding with this job application, you consent to LWF requesting a Statement of Conduct from your previous employers. This Statement of Conduct is requested from previous employers for all candidates for employment and provided to all employers that request it from LWF. 

Shortlisting will be done on a rolling basis and only short-listed applicants will be contacted.

Throughout its recruitment processes for any job position, LWF does not ask for any fees, and applicants should not pay any money to anyone. We advise the public to exercise due diligence when applying for employment with LWF and when asked to pay any money to anyone to secure a job with us. Such fraud cases should be reported to us immediately through email at complaints.kenyasomalia@lutheranworld.org.  or at our toll-free contact 0800721270