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HR, Procurement and Logistics Manager Job in Nairobi Kenya

Pact is an International NGO with an office in Kenya among several other offices across the world, which enables systematic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy and take part in the benefits that nature provides.

Pact accomplishes this by strengthening local capacity, forging effective governance systems and transforming markets into a force for development.

PEACE III is a five-year project (2014-2019), funded by USAID and implemented by Pact.

The aim of PEACE III is to support EA regional and US government goals in improving stability along EA’s border regions by strengthening the horizontal and vertical linkages within and between local, national and regional conflict management actors.

PEACE III will work with local implementing partners to build capacity of community peace leaders and organizations while strengthening inter-personal and inter-communal collaboration at all levels

Pact is seeking to recruit dynamic, qualified and experienced individuals to fill the following position:

Position Title: HR, Procurement and Logistics Manager

Supervisor: Finance and Administration Manager

Supervises: Office Assistants and Drivers

Location: Nairobi

Job Summary: The position will be based in Nairobi and will ensure the overall delivery of quality services to Pact, Inc. Kenya staff as regards personnel administration, including maintaining a thorough knowledge of Pact, Inc. Kenya personnel policies and ensuring employee adherence to such policies.

The position will also be responsible for coordinating the procurement and logistics processes for the organization to ensure timeliness, cost effectiveness, efficiency in the process and effective management of goods and services.

Duties and Responsibilities

The main roles and responsibilities of the HR Manager will include but not be limited to the following:

Recruitment and Staff Development
  • Manage all staff recruitment processes including, position posting, advertising, short-listing and selection, background checks, hiring
  • Organize and conduct induction training sessions for all new employees well as management of staff exits
  • Responsible for continuous staff training and development plans i.e. assessing staff training needs and schedule trainings in coordination with staff supervisors and work activities.
  • Organize and monitor external training organizations for specialised training programs
  • Oversee and coordinate the performance evaluation process

Employee Benefits Administration
  • Manage employee benefit plans/programs e.g. Pension schemes, Staff Medical schemes, Group Life schemes, Group Personal Accidents schemes, etc.
  • Manage all insurance schemes’ benefits contracts and assure high quality coverage for all Pact Inc, Kenya staff.
  • Salary and benefits administration, including; management of all statutory deductions and act as the focal point for any issues arising
  • Maintain up to date records of all employee benefits
  • Administer the organizations pay policy and ensure it reflects market best practices

Employee Services
  • Coordinate staff welfare activities including periodic teambuilding events
  • Responsible for confidential management of employee and personnel records
  • Maintain staff time sheets and leave records
  • Manage contract end dates and ensure staff appraisal is completed for contract renewal
  • Prepare and manage consultants agreements
  • Responsible for employee guidance and counseling as and when required
  • Provide useful and accurate staff data for job evaluation process and reward models
  • Manage the disciplinary processes in concert with relevant manager and in accordance with the set guidelines
  • Manage Human Resources Information System to ensure accurate and timely availability of information and management reports

Facilitate review of HR Policies and practices
  • Implement operational policies, which are consistent with good practices, and conform to national and regional legislation as well as Kenya Statutory requirements. Policies to include but not limited to: human resource policy, staff development, salary and job grading practices,
  • Participate in organizational policy review process and making recommendations as appropriate
  • Ensuring Pact Kenya is in compliance with all labor laws, and minimize legal exposure

General Support services
  • Work as a team member, seeking solutions and sharing successes.
  • Represents the interest of Pact Kenya to various internal and external parties providing information and expertise relating to HR and Administration issues
  • Maintain and keep track of consultancy contracts

Procurement and Logistics
  • Undertake periodic review and make recommendations on changes/improvements on the procurement policy.
  • Maintain an approved list of contractors and vendor database.
  • Undertake effective sourcing of goods and services; compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers.
  • Receive requisitions and register them in the requisition register.
  • Draft and obtain quotations/or open tenders where necessary and coordinate the bid selection and award process.
  • As Secretary to the procurement review committee, ensure minutes of the meetings are documented and signed by members present within 3 working days after meeting is done.
  • Prepare purchase orders and contract documents and ensure they are managed in appropriate manner.
  • Negotiate supply contracts to secure best value on procurement, formulate supply contracts, and undertake verification of deliveries against purchase orders to ensure compliance in all aspects.
  • Track status of requisitions, contracts, and orders and ensure deliveries are done on time; and resolve any issues such as variations on specifications, shortages, missed or late deliveries etc.   
  • Ensure that all goods received are properly recorded and stored.
  • Maintain a system for monitoring performance of suppliers.
  • Verify invoices related to procurement of goods and services for processing/payment.
  • Ensure proper support documentation of invoices before handing over to finance for payments.
  • Maintain an up-to-date and systematic filing system for procurement documents.
  • Keep abreast with and keep management informed on government rules affecting purchases and procurement.
  • Support project and organisational reporting functions as relevant.
  • Participate and lead in progress reviews and reporting as required.
  • Perform any other duties that may be assigned from time to time by the management.

Skills and Qualifications
  • A Bachelor’s degree in Social sciences, Business Management, Administration or Human Resource management
  • A Postgraduate diploma or higher diploma in Human Resource Management
  • A Master’s degree in Human Resources Management will be an added advantage
  • Diploma in purchasing and supply management or any other recognized certification in Supply Chain Management.
  • At least 5 years’ experience in Human Resources Management in a complex work environment preferably in the NGO sector and 3 years in Procurement and Logistics
  • Excellent computer skills and experience working with payroll systems

  • Excellent communication and Interpersonal skills.
  • Proficient in computer applications
  • Conversant with donor rules and regulations.
  • Good negotiation skills with business acumen are essential.
  • Ability to effectively respond to daily changing priorities, with good problem solving skills.
  • Mature proactive person with initiative and drive with high level of integrity.
  • Ability to observe deadlines and achieve results
  • Should be a team player
  • Good planning and organizational skills
  • Positive change manager and result-oriented personality

Application Process

We encourage interested applicants to submit their applications to the attention of Pact HR Office in Kenya via the following email address: clearly indicating in the subject field of your email HR, Procurement and Logistics Manager by 23rd, July 2014.

All applicants should submit their application with a detailed CV in MS Word (.doc) version, which should include names and contacts of 3 referees.

Only shortlisted candidates will be contacted.

Pact is a fair and equal opportunity employer.

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