HR & Admin Assistant

The Maa Trust is a non-profit organization based in community-owned conservancies in the Maasai Mara, Kenya. We work to increase the benefits of wildlife and conservation to Maasai families so that they appreciate, and contribute to the protection of, wild animals on their land, and we aim to unite communities by involving them in conservation at a management level.

Job Title: Human Resources and Administration Assistantnt
Department: Human Resources and Administration
Reports to: Head Human Resources and Administration

Job Purpose:

To support The Maa Trust in achieving its vision, mission and goal by developing and implementing effective human resources and administration strategies and best practices that enhance employee engagement, foster a positive organizational culture, ensure legal compliance, manage talent, and drive organizational development and performance.

Key roles and responsibilities:

HR Administration and Records Management

• Maintain up-to-date and organized employee files (physical and digital) in line with policy and legal requirements.
• Support recruitment processes by posting adverts, scheduling interviews, contacting candidates, and preparing recruitment documentation.
• Assist with onboarding and induction processes for new employees, including document collection and orientation coordination.
• Update staff records on HR systems, including leave, attendance, and personal information.
• Track and record staff leave requests, balances, and generate periodic leave reports.
• Support in performance management documentation, scheduling appraisals, and maintaining related records.
• Prepare HR correspondences, such as contracts, confirmation letters, and notices under supervision.

Employee Relations and Culture

• Assist in organizing trainings, workshops,team-building activities, and other events to strengthen workplace relationships.
• Offer guidance on handling sensitive information and resolving issues related to data privacy or record management.
• Assist in effectively planning, executing and coordinating key employee relations roles including; contract
• management, staff welfare, leave management, grievances and work-related conflicts, disciplinary processes and separation process
• Assist in developing and executing initiatives to foster a positive and inclusive organizational culture.
• Ensure compliance with organizational policies, labor laws and health and safety regulations for workers as required by OSHA.
• Assist with minute-taking and documentation for staff meetings and HR-related discussions.
• Record and track staff complaints or grievances as directed by HRM, ensuring confidentiality and documentation.
• Support the administration of staff benefits, including medical insurance records and claims tracking.
• Follow up on statutory compliance documentation and ensure updated records are maintained.

Administrative Support

• Manage office supplies inventory and coordinate reorders as needed.
• Organize and maintain administrative files and office documentation.
• Assist in renewal of legal certificates (OSHA, fire, health and safety, first aid, food handling) and medical cover for employees.
• Provide logistical support for internal and external meetings, training, and staff travel.
• Support the coordination of EXCO, SMT, and Board documentation under the supervision of the HRM.

Job Competencies (Knowledge, Experience, and Attributes / Skills).

1. A Bachelor’s Degree in Human Resource Management
2. At least 2 years of relevant experience in a human resources or administrative support role.
3. Experience with HR software or systems is an added benefit.
4. Strong administrative and organizational skills
5. IHRM membership