John Maina

Detail-oriented and highly organised HR Administration professional with over 5 years of progressive experience in HR operations, records management, attendance and leave administration, payroll support, compliance, and HRMS management. Proven ability to maintain audit-ready employee records, administer staff contracts, support disciplinary and grievance processes, and coordinate seamless onboarding. Well-versed in Kenyan labour laws and statutory requirements, with a structured, compliance-oriented approach to HR administration.

Seeking to bring strong administrative discipline and operational HR expertise to a fast-paced manufacturing environment.

HR Generalist / HR Officer - Oneway Facilities Management Limited - Nairobi

(2022-01)

Manage end-to-end HR operations for a multi-site facilities management company, with strong focus on HR administration, records compliance, and operational support.

• Oversee attendance and leave management systems, ensuring accurate daily recording of clock-in/clock-out data for payroll purposes.
• Track employee lateness, absenteeism, overtime, and shift adherence; flag non-compliance issues for management action.
• Maintain accurate and up-to-date leave records; generate weekly and monthly leave utilization reports.
• Escalate attendance and working-hours exceptions to relevant department heads in a timely manner.
• Maintain complete personnel records in both physical and digital formats, ensuring all employee files contain required documentation.
• Administer and maintain the HRIS/HRMS platform; generate standard HR reports including headcount, turnover, and compliance dashboards.
• Uphold document control and filing standards; ensure records are audit-ready at all times.
• Support preparation, issuance, and tracking of employment contracts; monitor contract expiry dates and issue timely alerts.
• Maintain an accurate and current contract register; ensure all signed contracts are properly filed.
• Prepare onboarding documentation and checklists; upload new hire information into the HRMS and issue employment and policy documents.
• Track onboarding completion milestones to ensure smooth integration of new employees.
• Facilitate disciplinary and grievance investigations in collaboration with department heads, ensuring procedural fairness and legal compliance with Kenyan labour laws.
• Maintain disciplinary and grievance files; prepare status reports and dashboards tracking procedural timelines.
• Develop, update, and communicate HR policies, procedural manuals, and standard operating procedures.
• Prepare payroll inputs including attendance data, leave records, overtime, allowances, and deductions for submission to finance.
• Support payslip distribution and filing; log payroll queries and escalate appropriately.
• Collaborate with finance to ensure timely and accurate capture of new hires, exits, and employment changes.

HR Consultant - Final Auto Centre Limited - Nairobi

(2017-02 - 2017-11)

• Led HR setup including statutory compliance registrations (NHIF, NSSF, DOSH) and development of workplace policies and SOPs.
• Managed full recruitment cycle from sourcing and shortlisting through offer letters and contract preparation.
• Maintained OHS records and established occupational health and safety standards in line with DOSH requirements.
• Remitted statutory deductions and maintained an accurate, up-to-date employee database.

HR Assistant - Stantech Motors Ltd - Nairobi

(2014-06 - 2015-09)

• Managed payroll preparation: employee creation, overtime, allowances, loans, and Sacco contributions; ensured timely NSSF, NHIF, and PAYE remittance.
• Administered employee contracts, promotions, and salary increments in compliance with Kenyan labour law.
• Monitored employee attendance via clock-in system; ensured accurate recording of working hours for payroll processing.
• Maintained employee records and managed HR correspondence.

Pensions Operations Associate - Britam Insurance Company - Nairobi

(2018-11 - 2020-08)

• Administered pension fund records, receipting of contributions, and generation of periodic member statements.
• Performed daily reconciliation of pension funds ensuring accuracy and regulatory compliance.

HR Recruiter - Britam Insurance Company - Nairobi

(2018-07 - 2018-10)

• Managed end-to-end recruitment for the Graduate Trainee Programme including assessment centres and structured interviews.
• Drafted employment contracts and coordinated induction programmes for successful candidates.

Bachelor of Science - Human Resource Management - Moi University (2011-08 - 2014-10)