A vacancy has opened for the position of HR Operations Associate, offering an opportunity for a qualified Human Resource professional to join a fast-paced People & Culture function supporting day-to-day HR operations across the business.
This role is based in Nyeri or Nairobi and is suited for professionals with practical experience in HR administration, employee records management, payroll coordination, workforce reporting, and employee lifecycle support. The successful candidate will play an important role in ensuring smooth execution of people-related operations, accurate employee data management, and consistent implementation of HR processes across departments.
The HR Operations Associate position is ideal for someone who enjoys structured work, coordination, record management, employee support, and maintaining operational discipline within HR.
The application deadline is 31 May 2026.
Position Summary
1. HR Operations Associate
Department: People & Culture
Employment Type: Contract
Work Arrangement: On Site
Location: Nyeri / Nairobi
Application Deadline: 31 May 2026
The HR Operations Associate is responsible for supporting daily HR operations, employee administration, workforce reporting support, HR documentation management, and coordination of operational HR activities across the organization.
The role supports employee lifecycle processes from onboarding through exit while maintaining strong operational controls, workforce visibility, employee record accuracy, and compliance with company HR standards.
The successful candidate will contribute to the smooth running of the People & Culture function by ensuring employee records are properly maintained, HR processes are executed on time, employee queries are addressed professionally, and workforce information remains accurate and accessible for operational decision-making.
Job Description
The HR Operations Associate will support a broad range of HR operational responsibilities across employee administration, workforce reporting, compliance support, and employee coordination.
Key Duties and Responsibilities
A. HR Operations and Employee Administration
The role will provide direct support in the day-to-day administration of HR operations across the employee lifecycle.
Duties include:
- Supporting daily HR operations and ensuring timely execution of employee lifecycle activities including:
- onboarding
- confirmations
- transfers
- exits
- employee documentation
- Maintaining accurate employee records and ensuring workforce information remains updated within HR systems and physical files
- Managing HR databases, employee personal files, and workforce information in line with company policies and compliance requirements
- Coordinating preparation and issuance of HR documents such as:
- employment contracts
- letters
- employee communication
- internal HR correspondence
- other HR operational documents
- Supporting employee onboarding by coordinating:
- induction schedules
- documentation collection
- system setup support
- employee orientation activities
- Administering and tracking workforce operational records including:
- leave records
- attendance
- absenteeism
- overtime
- off-days
- employee movement data
- Supporting payroll preparation by ensuring timely submission and validation of employee workforce data including:
- new hires
- exits
- attendance records
- employee changes
- Coordinating employee welfare, medical, and insurance administration with service providers and internal stakeholders
- Supporting implementation and application of HR policies and internal procedures across the business
- Assisting in disciplinary process administration including:
- documentation
- investigations
- hearings coordination
- confidential record management
- Supporting HR audits and compliance activities by maintaining proper workforce documentation and records
B. Workforce Reporting and Data Support
The HR Operations Associate will support HR reporting, workforce data management, and employee record accuracy.
Responsibilities include:
- Preparing and maintaining workforce reports covering:
- headcount
- attendance
- leave
- workforce movement
- employee records
- Updating HR operational trackers and reporting templates
- Maintaining employee databases to ensure data accuracy and operational visibility
- Supporting generation of weekly HR operational reports for internal review
- Supporting preparation of monthly workforce reports for management reporting
- Maintaining records required for:
- labour reporting
- internal audits
- statutory compliance
- operational planning
- Ensuring timely filing, retrieval, and management of HR operational records
C. Employee Support and Coordination
This role also provides direct employee-facing HR support.
Responsibilities include:
- Acting as the first point of contact for routine employee HR queries
- Supporting employee communication and coordination on HR-related matters
- Coordinating employee engagement and welfare activities assigned by the People & Culture team
- Supporting employee training logistics including:
- scheduling
- attendance coordination
- meeting preparation
- training documentation
- Coordinating induction sessions for new employees
- Promoting professionalism and responsiveness in all employee interactions
- Supporting a positive employee experience through timely and efficient HR support
D. Operating Governance and HR Process Improvement
The HR Operations Associate will also support HR governance and operational efficiency initiatives.
Key duties include:
- Supporting implementation of HR operational controls and workforce administration standards
- Helping identify gaps within HR operations and supporting continuous process improvement
- Improving HR documentation standards and administrative workflows
- Ensuring proper handling of confidential employee information
- Supporting People & Culture projects and operational initiatives assigned from time to time
- Maintaining discipline and consistency across HR operational procedures
Working Relationships
The HR Operations Associate will work closely with both internal and external stakeholders.
Internal Working Relationships
The role collaborates regularly with:
- Head of People & Culture – for HR operations support, policy implementation, and employee administration
- Workforce & Operations Lead – for workforce coordination, attendance tracking, and employee records
- People Business Partner – for employee relations administration and onboarding support
- Finance Team – for payroll input preparation, statutory documentation, and workforce data validation
- Commercial Teams – for employee administration and HR operational coordination
- Manufacturing and Operations Teams – for shift workforce support and attendance coordination
- Supply Chain and Distribution Teams – for workforce administration and operational HR support
- Payroll Support Teams – for attendance validation and employee movement updates
- Employees – for first-level HR support, employee documentation, and routine HR assistance
External Working Relationships
The role will also coordinate with:
- HRMIS Providers – for employee data management and system support
- Medical and Insurance Providers – for employee benefits administration
- Outsourced Workforce Providers – for workforce coordination and compliance support
- External Auditors and Regulatory Bodies – for HR audit and statutory documentation support
- Training Providers and Service Partners – for employee training coordination and logistics
Knowledge, Experience and Qualifications Required
Applicants are expected to have the following:
- Bachelor’s degree in:
- Human Resource Management
- Business Administration
- Commerce
- Social Sciences
- or a related field
- 2–4 years of experience in:
- HR operations
- HR administration
- employee records management
- payroll coordination
- workforce administration
- Experience within:
- FMCG environments
- manufacturing
- distribution-led operations
- operational business environments
- Experience supporting employee lifecycle processes including:
- onboarding
- employee documentation
- leave administration
- attendance management
- payroll input preparation
- HR operational coordination
- Good understanding of:
- HR operational processes
- employee records management
- labour law administration
- workforce governance practices
- Experience using:
- HR systems
- employee databases
- attendance tracking systems
- HR documentation processes
- Strong administrative, organizational, and record management capability
- Good Excel and workforce reporting skills
- Strong attention to detail and confidentiality
- Good communication and interpersonal skills
Required Competencies
The role requires a mix of technical capability and behavioural competence.
Technical Competencies
Key technical strengths expected include:
- HR operations knowledge
- Employee lifecycle administration
- Employee records and data management
- Payroll administration support
- Workforce administration
- HR systems and databases
- Attendance management systems
- HR reporting and workforce analytics support
- Labour law administration
- Documentation and record management
- Employee support and coordination
Behavioural Competencies
The ideal candidate should demonstrate:
- High attention to detail
- Professionalism
- Confidentiality
- Integrity
- Ownership and accountability
- Planning and organization
- Responsiveness
- Service orientation
- Teamwork and collaboration
- Problem-solving ability
- Decision-making capability
- Adaptability
- Resilience
- Reliability
- Operational discipline
Responsibility and Accountability
The HR Operations Associate will be responsible for safeguarding:
- employee information
- HR records
- workforce data
- employee documentation
- confidential People & Culture records
The role supports proper administration and control of:
- employee files
- workforce records
- HR systems access
- documentation management processes
All work must be carried out in compliance with company HR policies, labour requirements, confidentiality standards, and internal governance procedures.
Decision-Making Responsibilities
This role operates within established HR procedures and company policy frameworks.
The HR Operations Associate will support decision-making in areas such as:
- prioritizing daily HR operational tasks
- coordinating employee administration activities
- identifying and escalating attendance or documentation issues
- supporting resolution of payroll-related discrepancies
- monitoring HR process compliance
- supporting consistent application of HR procedures across the organization
Working Environment
This position is primarily office-based.
The role involves regular interaction across multiple departments including:
- HR
- Finance
- Commercial
- Manufacturing
- Supply Chain
- Operations
There may also be occasional visits to operational sites depending on business requirements.
The role may involve periods of high workload, particularly during:
- payroll processing periods
- onboarding cycles
- employee exit periods
- workforce updates
- HR audits
- employee relations matters
- operational deadlines
Job Hazards
The role carries minimal physical risk and is largely administrative.
Possible workplace exposures include:
- prolonged screen time
- sedentary work
- administrative workload pressure
- work-related fatigue during peak HR operational periods
Where operational site visits are required, the employee will be expected to follow all company safety and operational protocols.
Application Deadline
Closing Date: 31 May 2026
Candidates interested in HR operations, employee administration, workforce coordination, HR reporting, and people operations support are encouraged to submit their applications before the deadline.
