Background

AAA Roses (export company registered under the name of Forest Gate (EPZ) Ltd.) entered the flower industry in 2011 and in 2012 began exporting roses to Europe and Middle East mainly. In a relatively short time AAA Roses built its strong name in the Kenyan flower industry mainly due to high quality product, modern facilities and commitment and dedication of t...

Job Purpose

The HR & Administration Assistant is responsible for maintaining employees’ records, coordinating recruitment processes, managing employee relations, and providing general administrative support to the broader organization. The position is also responsible for promoting a positive working environment and managing employee engagement.

Key Responsibilities

• Develop and implement organization HR policies and procedures and ensure compliance.
• Coordinate the organization end-to-end recruitment process which include job posting, candidate sourcing, screening resumes, coordinating and scheduling interviews.
• Prepare employee’s contract letters, promotions, transfers and terminations.
• Lead new hire onboarding to ensure smooth transition for new employees.
• Manage offboarding processes, including exit interviews and documentation.
• Maintain updated employee records and files with an easy retrieval process, ensuring accuracy and confidentiality.
• Coordinate employees training sessions, workshops, and development programs in line with identified training needs.
• Manage employee relations in line with organization policies and labour laws which include disciplinary process and grievance processes in line with the labour laws.
• Respond to employee inquiries on HR policies, benefits and procedures in a timely manner.
• Assist with payroll processing by collecting and verifying employee records for payroll input e.g. NSSF, PIN, and NHIF numbers.
• Utilize HR software and systems for data entry, accurate reporting and record keeping.
• Support and coordinate the organization performance review management.
• Prepare HR reports and documents as requested for decision making.
• Oversee the office administration team to ensure smooth operation of the office.
• Prepare drivers roster and monitor implementation of the same.
• Manage employee benefits e.g. health insurance and pension scheme.
• Manage the office lease to ensure it’s always up to date
• Keep an up-to-date record of employee’s annual leave, sick leave and compensatory time off
• Keep an updated fixed asset register (Liaise with finance).
• Keep track of all bank guarantees and ensure they are renewed in good time
• Ensure that all health and safety measures are implemented, communicated and monitored and that Office premises comply with legislative requirements.
• Ensure that full office security measures are always in place, including procedures for staff and visitors. Ensure that the Office premises comply with legislative requirements.
• Any other responsibility as delegated by the management

Minimum Knowledge, Qualifications and Experience required for this role

• A Higher National diploma in Human Resource Management
• At least minimum 3 years’ experience in a similar role in a busy HR environment
• Demonstrated supervisory skills.
• Proficiency in using office software and HR systems.
• Knowledge of HR policies, procedures, and employment laws
• Experience in office administration and HR support

• Develop and implement organization HR policies and procedures and ensure compliance.
• Coordinate the organization end-to-end recruitment process which include job posting, candidate sourcing, screening resumes, coordinating and scheduling interviews.
• Prepare employee’s contract letters, promotions, transfers and terminations.
• Lead new hire onboarding to ensure smooth transition for new employees.
• Manage offboarding processes, including exit interviews and documentation.
• Maintain updated employee records and files with an easy retrieval process, ensuring accuracy and confidentiality.
• Coordinate employees training sessions, workshops, and development programs in line with identified training needs.
• Manage employee relations in line with organization policies and labour laws which include disciplinary process and grievance processes in line with the labour laws.
• Respond to employee inquiries on HR policies, benefits and procedures in a timely manner.
• Assist with payroll processing by collecting and verifying employee records for payroll input e.g. NSSF, PIN, and NHIF numbers.
• Utilize HR software and systems for data entry, accurate reporting and record keeping.
• Support and coordinate the organization performance review management.
• Prepare HR reports and documents as requested for decision making.
• Oversee the office administration team to ensure smooth operation of the office.
• Prepare drivers roster and monitor implementation of the same.
• Manage employee benefits e.g. health insurance and pension scheme.
• Manage the office lease to ensure it’s always up to date
• Keep an up-to-date record of employee’s annual leave, sick leave and compensatory time off
• Keep an updated fixed asset register (Liaise with finance).
• Keep track of all bank guarantees and ensure they are renewed in good time
• Ensure that all health and safety measures are implemented, communicated and monitored and that Office premises comply with legislative requirements.
• Ensure that full office security measures are always in place, including procedures for staff and visitors. Ensure that the Office premises comply with legislative requirements.
• Any other responsibility as delegated by the management

• Proficiency in using office software and HR systems.
• Demonstrated supervisory skills.

• A Higher National diploma in Human Resource Management
• Knowledge of HR policies, procedures, and employment laws
• Experience in office administration and HR support