HR Job At Global Alliance for Improved Nutrition
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Nairobi, Kenya
Job summary
Human Resources and Administrative Officer at Global Alliance for Improved Nutrition (GAIN)
About this role
Human Resources and Administrative Officer
Role Overview
GAIN is looking for a capable Human Resources and Administrative Officer to support the smooth running of its Kenya Country Office in Nairobi. The role will provide day-to-day HR and administrative assistance, ensuring that employee processes, office operations and related services are handled efficiently, accurately and in line with organisational policies and applicable requirements.
This is a one-year fixed-term position, subject to continued funding, and will be based in Nairobi, Kenya. Applications close on 19 August 2026. Early applications are encouraged, as GAIN may bring the recruitment process to an earlier close if there is significant interest.
Key Areas of Responsibility
Human Resources Support
Serve as an initial contact for employees and managers seeking assistance with routine HR matters, providing practical guidance on policies and procedures and referring sensitive, complex or high-risk issues to the appropriate team.
Draft and coordinate employment-related correspondence and HR documentation, including contract letters, employee records and internal HR communications, ensuring the necessary checks and approvals are completed before documents are issued.
Assist with employee lifecycle activities, including probation and confirmation processes, performance review points, contract amendments, acting assignments, employee exits, clearance procedures and handover requirements.
Work closely with managers and the Global HR Team to ensure employee records and related processes remain accurate and up to date.
Coordinate monthly payroll submissions by gathering, verifying and submitting employee information within established deadlines. This includes changes to employee details, allowances, deductions, leave and absence records and supporting documentation.
Assist with the organisation's performance management cycle, including annual and mid-year reviews, monitoring completion, issuing reminders and providing process guidance to employees and managers.
Maintain appropriate standards for handling confidential employee information and HR records.
Administration and Office Operations
Support workplace health and safety requirements, including fire drills, first-aid arrangements and other relevant office compliance activities.
Assist with purchasing and supplier-management processes for office-related goods and services, ensuring required documentation, approvals and value-for-money considerations are addressed.
Check delivery notes, invoices and accompanying documentation for completeness and accuracy before forwarding them to Finance for payment.
Coordinate practical arrangements for meetings, workshops, staff training and other organisational activities.
Provide support with travel-related requirements for international employees and visitors, including visas, airport transfers and other logistical arrangements when necessary.
Candidate Profile
The successful candidate will be highly organised, detail-oriented and comfortable handling several priorities within a busy working environment. You should have practical knowledge of HR administration and experience supporting key employee processes such as recruitment coordination, onboarding and exits, payroll administration, benefits and employee record management.
Experience working within an international organisation, NGO or matrix-based environment would be particularly valuable. Membership of the Institute of Human Resource Management (IHRM) is required.
You should also bring:
Strong understanding of HR administrative procedures and employee lifecycle activities.
Experience supporting payroll and employee benefits processes.
Ability to work confidently with HR information systems and maintain accurate employee records.
Good working knowledge of Microsoft Excel and other Microsoft Office applications.
Experience supporting office administration, facilities coordination and general operational activities.
Excellent organisational and time-management skills.
Strong interpersonal and written and verbal communication abilities.
A high degree of discretion, integrity and confidentiality when handling sensitive employee matters.
Ability to establish productive working relationships with colleagues and stakeholders from different backgrounds and functions.
Capacity to balance the operational requirements of the Kenya office with wider HR policies, procedures and standards established at global level.
Contract and Compensation
Duty station: Nairobi, Kenya
Contract: One-year fixed term, subject to funding availability
Application deadline: 19 August 2026
Starting gross annual salary: KES 2,468,076 to KES 2,816,616, depending on relevant experience.