The African Wildlife Foundation (AWF) is an established pan-African conservation organization focused on ensuring that wildlife and wild lands thrive in modern Africa. With a heritage that spans over six decades, AWF works with people in Africa and around the world to protect the continent’s natural treasures while addressing economic development, cultural identity, and climate change. At AWF, our people are the foundation of our success, and our People and Culture team plays a central role in shaping an engaging, inclusive, and high-performing work environment.
We are pleased to invite applications for a unique career opportunity within our People and Culture team: the Operations and Systems Assistant, People and Culture. This is a temporary, full-time position based in Nairobi, Kenya, supporting AWF operations across Africa. The ideal candidate will be proactive, detail-oriented, and capable of managing HR systems, processes, and data with efficiency, discretion, and professionalism.
Position Summary
As the Operations and Systems Assistant, People and Culture, you will provide critical administrative and systems support to the People and Culture Department. This role is designed to ensure the smooth operation of HR systems and provide assistance with day-to-day HR processes across our Africa-based offices. The successful candidate will work under the supervision of the Senior Manager, People and Culture, and will contribute to a range of HR functions, including recruitment support, HRIS updates, onboarding and exits, employee records management, and compliance tracking.
This position is ideal for a passionate HR professional with international exposure, systems acumen, and a commitment to delivering excellent service to internal stakeholders. The appointment is for a 6-month contract period.
Key Responsibilities
1. HR Administration and Employee Records Management
- Assist with the organization and maintenance of employee records, ensuring proper filing and data privacy compliance.
- Support the administration of employment contracts, including the drafting of offer letters, contract amendments, renewals, and terminations.
- Ensure timely facilitation of signatures and electronic filing of executed contracts.
- Maintain real-time updates to the Human Resource Information System (HRIS) and other internal platforms.
2. Recruitment and Onboarding Support
- Assist in coordinating the recruitment process, including scheduling interviews, organizing interview logistics, and communicating with candidates.
- Track recruitment activities in Africa and Europe and provide weekly updates to the People and Culture Team.
- Support onboarding for new employees by preparing onboarding documents, tracking completion of processes, and updating systems with new hire information.
- Ensure all new hires complete probation reviews by tracking timelines and sending timely reminders to supervisors.
3. HR Systems and Data Reporting
- Generate and maintain HR metrics and reports to support data-driven decision-making.
- Collaborate with the supervisor to analyze data for trends in hiring, employee turnover, performance, and HR compliance.
- Produce clear, concise reports that summarize key findings for internal use and strategic planning.
- Leverage automation and digital tools to increase operational efficiency and reduce manual tasks.
4. Employee Relations and Internal Communication
- Respond to employee queries promptly, professionally, and with empathy.
- Provide information about HR policies, leave administration, and other organizational guidelines as needed.
- Support regular communication across the organization regarding HR processes, updates, and policy changes.
- Assist in minute-taking during HR-related meetings and maintain accurate documentation of proceedings.
5. Compliance and Statutory Contributions
- Track and ensure compliance with national labor regulations, including the timely submission of statutory payments such as NSSF, NHIF, and HELB.
- Ensure HR operations and data practices align with data protection laws and internal data privacy policies.
- Support audits or internal reviews related to HR documentation and processes.
6. HR Invoicing and Financial Coordination
- Assist in processing HR-related invoices by liaising with the Finance team to ensure timely payments and reconciliation.
- Monitor HR service contracts and maintain a schedule of payments and renewals.
- Track and review expenditures against HR budget allocations in coordination with the Senior Manager, People and Culture.
7. General Support to the People and Culture Team
- Offer administrative assistance on a daily basis to the People and Culture team across AWF offices.
- Coordinate logistics for staff development programs, annual appraisals, and staff events.
- Help maintain and update internal HR service level agreements and monitor adherence to agreed standards.
- Provide hands-on support with special projects, such as staff satisfaction surveys, wellness initiatives, and system upgrades.
8. Additional Duties
- Take part in other HR and organizational initiatives as delegated by the supervisor.
- Contribute ideas for process improvement and help implement approved changes in the People and Culture function.
- Uphold AWF’s core values in all interactions and maintain the highest standards of confidentiality and professionalism.
Key Competencies and Skills Required
- Proven experience working with HRIS systems, preferably with platforms such as UKGPro (formerly Ultipro).
- Excellent administrative and organizational abilities; must be able to manage a varied and fast-paced workload.
- Strong attention to detail and accuracy in maintaining records and generating reports.
- Good interpersonal skills, with a capacity to offer excellent customer service with patience, empathy, and urgency.
- Effective verbal and written communication, including professional email correspondence and meeting documentation.
- High level of discretion when dealing with sensitive HR matters and confidential information.
- Sound understanding of HR practices in an international organization, with awareness of cross-cultural dynamics.
- Working knowledge of employment laws and regulatory environments across African regions.
- Strong Excel and data analysis skills for HR metrics and reporting.
- French language skills are an added advantage.
Role Specifications
- Title: Operations and Systems Assistant, People and Culture
- Division: Finance and Administration
- Reports to: Senior Manager, People and Culture
- Supervises: None
- Contract Type: Temporary (6 months)
- Location: Nairobi, Kenya
- Job Category: Human Resources
- Work Arrangement: Full-time, Hybrid
- Requisition Number: OPERA001306
- Posting Date: July 15, 2025
- Application Deadline: July 23, 2025
Why Join AWF?
AWF is more than a conservation organization—it is a movement rooted in a mission to empower people, protect nature, and drive African-led solutions. As part of the People and Culture team, you will contribute to making AWF a workplace of choice where talent thrives, systems operate efficiently, and people are supported to do their best work.
In this role, you will have the opportunity to:
- Work within a dynamic and multinational team dedicated to organizational excellence.
- Apply and strengthen your HR and systems knowledge within a mission-driven setting.
- Support diverse teams across multiple countries in Africa and Europe.
- Engage with cutting-edge tools and data systems for People and Culture work.
- Enhance your professional experience in a high-impact, international NGO environment.
If you are a diligent HR professional looking for a meaningful opportunity to support people, processes, and systems in conservation, this role could be the next step in your career journey.
To Apply:
Interested candidates should submit their application by July 23, 2025, through the AWF job portal.
