HR Specialist

About the Job

Responsibilities

• Manage the employee lifecycle for carers, coordinators and office staff, from onboarding to exit.
• Prepare contracts, manage probation and confirmations, and keep personnel files complete and audit-ready.
• Advise managers on discipline, grievances, absence and performance issues.
• Draft and update HR policies, including safeguarding, code of conduct, confidentiality, lone working and whistleblowing.
• Carry out thorough pre-employment checks, including references, certificates of good conduct, identity and qualification verification, and professional registration checks where relevant.
• Ensure staff complete safeguarding and mandatory training and track renewals.
• Support the handling of safeguarding concerns and complaints involving staff, with strict confidentiality.
• Work with care coordinators to match staffing levels to client needs, including shift patterns, live-in arrangements, relief and on-call cover.
• Track attendance, lateness, overtime and absence, and flag patterns that affect care continuity.
• Monitor staff turnover, retention and burnout risks, given the demanding nature of care work.
• Prepare payroll from timesheets and visit records, including overtime, shift and night allowances, leave and deductions.
• Post and reconcile payroll journals and ensure statutory remittances (PAYE, NSSF, SHIF, Affordable Housing Levy and NITA where applicable) are correct and paid on time.
• Reconcile staff advances, allowances and expense claims, and support month-end and year-end closing for people costs.
• Prepare and track HR and staffing budgets, and report actual against budget with clear explanations of variances.
• Calculate and report key figures such as cost per care hour, payroll as a percentage of revenue, overtime cost, cost per hire and staff turnover cost.
• Provide payroll and staffing cost data for invoicing, funder or donor reporting, and audits.
• Build and maintain Excel dashboards for management on headcount, care hours delivered, absenteeism and costs.
• Coordinate appraisals, supervision and probation reviews.
• Plan and track training and development for carers and coordinators, and support recognition and wellbeing initiative

Qualifications

• Bachelor’s degree in Human Resource Management, Business Administration, Accounting, Finance or a related field.
• Bachelor's Degree in Psychology
• 3–5 years’ HR experience, with at least 2 years in payroll or HR-related accounting.
• Comfort using computers, email, calendars, electronic records, and scheduling systems
• Good knowledge of HR policies, employment practices and labour regulations.
• Experience in payroll processing, statutory deductions and HR reporting.
• Proficient in Microsoft Excel, HRIS and payroll systems.
• Strong numerical, analytical and problem-solving skills.
• Experience handling employee relations, performance, discipline and grievances.
• Ability to work collaboratively with consultants, administrative staff, supervisors, and other team members.
• Strong attention to detail, confidentiality and record-keeping skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities
• Very proficient in English, both written and spoken.
• CHRP, CIPD or equivalent HR certification is an added advantage.
• Cultural awareness and the ability to work respectfully with individuals from diverse backgrounds
• Great patience and a compassionate supportive approach when working with individuals who may be experiencing pain, emotional distress or mental health challenges\

Required Skills

Benefits

• Cross-training takes place after the hiring process is completed.

Required Documents

• Resume / CV Required
• Cover Letter Required