Admin and Human Resource Officer at Kenya ICT Action Network (KICTANet)

Job Description

We are seeking a proactive and detail‑oriented Admin & HR Officer to ensure seamless day‑to‑day operations across our Nairobi office and to support the full employee lifecycle. You will manage procurement, office administration, finance liaison, and key HR functions—from recruitment through to performance management and compliance with Kenyan labour laws.

Key Responsibilities

Office Administration & Records Management

Organise internal and external meetings, events, exhibitions, including venue booking, catering, audio‑visual support, payments, and reconciliation.
Maintain and archive official documents: donor/grant agreements, sub‑grants, MOUs, partnership contracts, hosting agreements, etc.
Record‑keep staff contracts, consultant and intern agreements; monitor renewal/expiry dates and ensure compliance with policy and labour regulations.
Capture and circulate meeting minutes; implement a robust filing system (both digital and paper).

Procurement & Logistics

Source quotations and coordinate procurement of goods/services (e.g., travel, accommodation, event venues, photography, video, stationery, IT equipment).
Arrange hotel bookings, flight tickets, ground transport, and visas for staff and guests.
Manage vendor relationships, process purchase orders, and ensure timely delivery and payment.

Finance & Petty Cash Management

Collaborate with Finance to manage the office petty cash float, process petty cash requests, and reconcile expenditures.
Follow up on supplier invoices and ensure timely payment.
Assist with basic banking tasks and expense reporting.

Human Resources Administration

Coordinate end‑to‑end recruitment: draft job ads, screen CVs, schedule interviews, conduct reference checks, and onboard new hires (e.g., orientation, IT setup, induction schedules).
Administer compensation and benefits processes, ensuring accuracy and confidentiality.
Support performance management cycles: set up appraisal schedules, track goal‑setting, and compile performance data.
Facilitate staff welfare and engagement initiatives (team events, wellbeing check‑ins).
Draft, review, and update HR policies in line with Kenyan labour law and organisational best practice.
Maintain HR database/HRIS with up‑to‑date employee records.

Communications & Reporting

Monitor and manage the general office email account; redirect queries to relevant teams.
Produce and submit monthly reports on administrative and HR metrics (e.g., vacancies filled, contracts managed, procurement spend, training sessions delivered).
Provide ad‑hoc logistical and administrative support across teams and projects.

Collaboration & Continuous Improvement

Work closely with Admin Lead and programme teams to ensure coordinated implementation of organisational activities.
Identify process bottlenecks and recommend improvements to enhance efficiency and compliance.
Undertake any other duties as assigned to meet organisational needs.

Essential Qualifications & Experience

Bachelor’s degree in Business Administration, Human Resources, Public Administration, or related field.
Minimum of 3 years’ proven experience in office administration and HR functions, preferably within an NGO or donor‑funded environment.
Solid understanding of Kenyan labour laws and HR best practices.
Experience managing procurement processes and vendor relationships.