Recruitment and Operations Coordinator

Human Resources Jobs, GAIN Jobs. Recruitment and Operations Coordinator providing recruitment administration across global offices, coordinating interviews, offers and pre-employment checks and maintaining applicant tracking records, requiring strong recruitment administration experience, experience using an Applicant Tracking System, and strong practical Excel skills, in an NGO environment, on-site fixed-term role based in Nairobi.

About the role

GAIN is seeking to recruit a Recruitment and Operations Coordinator to provide reliable recruitment administration across its global offices, coordinate recruitment for assigned roles and support advertising, job evaluations and recruitment reporting.

This role will be offered on a fixed term contract running until March 2028, subject to availability of funding and will be based in Nairobi, Kenya. This advert closes on 28 October 2026. GAIN encourages early applications and reserves the right to close the advert ahead of the advertised deadline if we receive a high volume of interest.

Responsibilities

• Provide recruitment administration across a high volume of vacancies, maintaining accurate records and coordinating each stage from approval through to onboarding.
• Coordinate interviews, prepare selection materials and collate panel feedback, providing timely updates to candidates and hiring managers.
• Coordinate offer documentation, references and other pre-employment checks, handling sensitive information confidentially and following agreed procedures.
• Act as the focal recruiter for G3 and below roles, working with hiring managers to coordinate selection and progress appointments with guidance from the Recruitment Manager.
• Prepare and publish clear, accurate job adverts, and support the Recruitment Manager with job evaluations by reviewing job descriptions and collating relevant information.
• Keep the applicant tracking system and recruitment spreadsheets up to date, complete weekly tracker updates and use Excel to produce accurate recruitment reports.
• Support wider HR activities, including employee lifecycle administration, invoices and purchase orders, team meetings and learning platforms.
• Organise competing priorities across offices and time zones, follow up on outstanding actions and flag issues early to keep recruitment moving.

Qualifications

• Strong recruitment administration experience.
• A track record of keeping high-volume hiring processes organized, accurate, and moving forward.
• Experience coordinating interviews across time zones, candidate communications, offers, and pre-employment checks.
• Experience using an Applicant Tracking System (ATS) to maintain reliable records.
• Strong practical Excel skills (updating spreadsheets weekly, checking data, and producing clear reports).
• Experience acting as a focal recruiter for assigned roles (with guidance from a manager).
• Experience supporting the preparation of adverts and job descriptions.

How to Apply

Click here to Apply