Recruitment and Operations Coordinator

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.

Key Responsibilities include.

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.

About you

You will bring strong recruitment administration experience and a track record of keeping high-volume hiring processes organised, accurate and moving forward. You will be confident coordinating interviews across time zones, candidate communications, offers and pre-employment checks, and using an applicant tracking system to maintain reliable records. Strong practical Excel skills are highly preferred; you should be comfortable updating recruitment spreadsheets each week, checking data and producing clear reports. You should be able to coordinate recruitment for assigned roles as the focal recruiter, with guidance from the Recruitment Manager, and support the preparation of adverts and job descriptions for evaluation.

You will bring a positive, constructive attitude and the resilience to stay effective when workloads are high, priorities change or recruitment plans encounter setbacks. You will take ownership, follow through on commitments and maintain attention to detail while balancing several vacancies and deadlines. Clear communication and sound judgement will help you build trust with candidates and hiring managers, manage expectations and identify practical solutions. You will be comfortable working across cultures and time zones, handle sensitive information with discretion and know when to seek support or escalate an issue.