HR & Facility Officer (Tour and Travel Company) - Kenya

BACKGROUND INFORMATION 

Career Options Africa Group is a HR Consultancy firm specializing in Recruitment, HR outsourcing and Immigration support in Africa with offices in Kenya, Uganda, Tanzania, Rwanda, Democratic Republic of Congo (DRC), Burundi, Nigeria, South Africa and South Sudan. 

Our client, a tour and travel company, is seeking a HR and Facility Officer to be based in Nairobi, Kenya. 

• Liaise with HR & Facility manager, Manager and team leaders to ensure a timely and quality recruitment process.  
• Manage efficiently the role of job advertising, longlisting, scheduling of interviews, background checks   
• Follow the onboarding procedures and ensure that executives are informed, you are able to execute the process effectively and the new staff is informed of what is expected of them  
• Follow the offboarding procedures and ensure exit documents like clearance are properly completed and filed   
• Assist the HR Manager in investigations and documentation of conflicts and disciplinary matter  
• Ensure compliance with labor laws such as employment Act, health and safety  
• Work with the HR Manager to identify/mitigate risks such as injuries and accidents.  
• Assist HR Manager to avail HR Documents during audit process  
• Assist the MT by taking care of up to date minutes, send reminders and share documents within the stipulated deadlines  
• Critically follow through to ensure that all policies are followed by different team members and report any breach of policies to HR Manager  
• Maintain Confidentiality: Ensure all personnel records and sensitive documents (e.g., employee contracts, disciplinary records) are kept secure and handled with discretion.  
• Adhere to Data Privacy: Follow company policies and legal requirements to protect the confidentiality of employee information and communications.  
• Assist the Performance Process by explaining the process, the use of documents, ensure reminders if necessary,  and take care of documentation, you will coordinate the different performance improvement plans like mentorship, coaching and all the learning sessions.  
• Monthly review of leave records in the system to ensure accuracy  
• Maintenance of accurate and up to date staff records in accordance with the Internal HR Company procedures  
• Contract management - up to date and accurate preparation of staff contracts, ensure they are duly signed and filed  
• Update of payroll information i.e. personal statutory information, overtime and salary information  
• HR Department working sheets and documents are accurate and up to date i.e google sheets, working documents etc  
• Drafting of official letters and all kind of documentation 

Facility Management  

• Coordinate maintenance, repair, and upkeep of company facilities, including buildings, grounds, compound and equipment.  
• Coordinate space planning, including office layout, furniture, and equipment.  
• Ensure housekeeping services like cleaning, trash removal, and recycling are done  
• Coordinate utility usage, including electricity, water, and gas, and implement energy-saving initiatives  
• Ensure compliance with environmental, health, and safety regulations, including waste management and emergency preparedness.  
• Health and safety: make sure the health and safety regulations are clear for everyone and ensure a safe working environment.  
• Inform and guide the office assistants (kitchen - cleaning and security) on HR manager request.  
• Work closely together with the IT & facility officer regarding the facility issues 

2 open days

1 Phone Call

1 Onsite Interview

4 Days after Interview