NGO Jobs in Nairobi Kenya - IPA

About Innovations for Poverty Action: Innovations for Poverty Action (IPA) is a non-profit research organization that creates and evaluates approaches to solving development problems. 

IPA disseminates the results of its evaluations to policymakers, practitioners, investors and donors around the world.
 
The Busara Center for Behavioral Economics is a project under IPA that strives to understand and identify behavioral barriers intrinsic to human decision-making, both in the lab and the field.

Busara has worked with a variety of researchers and policy-makers across multiple sectors, working to unpack mechanisms in the lab, apply them in the field, and ultimately inform policy to make programs more effective.

Position: Human Resource Officer
 
Start Date: 6th October 2014
 
Location: Nairobi
 
Job Purpose: Provide HR administration and Supervisory support within the HR function under the guidance and authority of the Managing Director

Management Responsibility: None
 
Description of Duties
 
HR Administration
  • Maintain communication with Busara’s HR department and share necessary information.
  • Process all annual statutory returns including tax, national pension and hospital fund.
  • Coordinate staff training and provide relevant support to all training interventions.
  • Ensure appropriate leave authorization and administration as per policy
  • Provide general office coordination for the HR office
Recruiting and Hiring
  • Provide administrative support during the recruitment process including, preparation of job adverts, circulation of job advertisements, receiving applications, communication to candidates as well as recruitment panels throughout the recruitment process.
  • Facilitate administrative logistics for the offer, acceptance and induction processes (including offer letter, contract and pay authorization document; processing of work permits and travel documents for Busara Kenya staff, as well as moving and settling in duty station).
  • Process all general applications as per set procedures and maintain general applications roster/data base.
  • Administer Busara Kenya benefits including pensions, staff life and insurance schemes, as well as staff pension fund.
  • Participate in the on-boarding/orientation process.
  • Conduct exit interviews for staff leaving Busara as per the HR Policy.
Contracts
  • Update the senior management on all staff contract status and advice as needed.
  • Liaise with line managers regarding contract periods and advice on actions that need to be taken for new hires and termination of contracts.
  • Ensure that all staff have current/valid contracts on file.
Staff Evaluation
  • Work with senior management to facilitate mid-year, end year and end of project evaluations for each employee.
  • Ensure the evaluation process is properly recorded and documented.
Salary and Benefits
  • Support the accounting department in generating the monthly payroll.
  • Ensure Medical Insurance records are updated and the Insurer is informed of such changes as required.
WIBA Insurance, Safety and Security
  • Ensure workmen compensation records are kept up to date and that the Insurance Broker is informed of any changes.
  • Liaise with Managing Director to ensure health and safety policies are in place and enforced, and incident report forms are followed up and maintained.
Disciplinary Action
  • With guidance from the Head of Staff, give support to management on the due process of handling all disciplinary issues involving staff.
  • Facilitate and/or document handling of disciplinary procedures.
Accountability
 
Decision Making:
  • Makes relatively significant decisions with regards to work responsibilities and is accountable for them.
Responsibility over data or information:
  • High responsibility on staff files and data
Responsibility over assets:
  • Computer, printer
Required Qualifications
 
Professional Qualifications
  • Degree in Human Resource Management or Business Administration or relevant field and a Higher Diploma in Human Resource Management will be an advantage
Relevant Experience and Key skills:
  • Knowledge of modern office procedures.
  • Knowledge and exposure to personnel Management.
  • Ability to operate modern office equipment.
  • Good interpersonal and people management skills, computer literacy.
  • Attention to detail.
  • Organization and coordination skills.
  • 2 years’ experience in the same field
Personal Attributes
  • Mature and confident personality

Position: HR Assistant
 
Deadline to Apply:26th September 2014
 
Start Date: 6th October 2014
 
Location: Nairobi
 
The HR Assistant will be responsible for providing support in Human Resources, Administrative Operations. The HR Assistant will report to the Head of Staff under the overall supervision of the Managing Director
 
Human Resources: The HR Assistant will be responsible for providing support in the various human resource functions, which include recruitment, staffing, training and development, performance monitoring and employee counseling.
 
Duties and Responsibilities
  • Coordinate staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure is used to hire staff.
  1. Assist in drafting and formatting Job descriptions in consultation with the relevant people e.g PA, PC, RM, DPD.
  2. Work with the Head of Staff to make sure the JD is posted on various job sites and networks, and in hard copy in the areas where we would like to recruit from
  3. Coordinate shortlisting of qualified applicants according to pre-specified criteria provided by hiring manager.
  4. Schedule and organize interviews
  5. Conduct reference checks on possible candidates
  6. Inform unsuccessful applicants
  7. Conduct exit interviews
  • Onboarding & Orientation
  1. Facilitate induction of new staff within Western and Nyanza region
  2. Draft schedule of orientation process making sure to inform PA/PCs to set aside time to make presentations to new staff
  3. Coordinate with HS & AO on planning an orientation with new hires to discuss IPAK’s policies
  • Performance Reviews
  1. Assist in ensuring that all staff are evaluated by their respective managers i.e PC/PA’s and PM’s and within the expected time frame as required by the HS.
  2. Assist in scheduling the meetings between the HR department and Projects; liaise with the HR department in cases where HS’s support is needed i.e due to performance of a staff or other issues linked to evaluations.
  3. Liaise with HR department on how feedback will be provided
  4. Notify relevant managers of approaching end of contract and follow up with renewals as instructed by managers
  • Leave/Sick Day/Holiday Monitoring
  1. Ensure that monthly leave days and sick balances are submitted to HR department within the stipulated time frame each month.
  2. Assist in tracking absenteeism within the project
  3. Assist in gathering leave forms and sending original sick leave sheets to the HR on monthly basis for filing purposes.
  4. Ensure that all staffs taking leave have the required approvals from their supervisors.
  5. Monitor all the Maternity/Paternity leave cases
  6. Assist by periodically reminding staff within the project to use leave days during the year to avoid carry forward and buying of leave days.
  7. Work hand in hand with the AO to ensure that submittance of timesheets is done timely and assist where need be.
Qualifications
 
Essential Requirements:
  • Diploma/Degree in Business Administration, Human Resource or Management
  • Minimum 1 year of relevant work experience in administration.
  • Good writing and communication skills.
  • Proficiency in Microsoft office packages
Desired Qualities:
  • Excellent communication and listening skills including highly effective multi-tasking skills with ability to coordinate and prioritize workload.
  • Experience in office management and administration will be an added advantage
  • A good team player
  • Proven leadership, management, interpersonal, decision making skills.
  • Ability to work with minimal supervision.
To Apply
 
Please send a cover letter and detailed CV, 3 references, daytime phone number(s), and email address. 

Your CV should include your scores or grades and other measures of academic achievement, and details about any relevant work experience.

Applications are submitted by email to jobs-kenya@poverty-action.org, please ensure that the subject line reads: “HR Assistant REF NO: Busara-2014-09-01”. 

Only short-listed candidates will be contacted for an interview. 

Applicants are encouraged to apply early, as applications will be reviewed on a Rolling Basis


Disclaimer: The above statements are intended to describe the general nature and level of the work being performed by the (HR Assistant). The statements are not intended to be an exhaustive list of all possible duties, tasks, and responsibilities. Management reserves the right to amend and change responsibilities to meet organizational needs as necessary. Please note that IPA will never request any form of payment from an applicant. Applicants are encouraged to confirm the information listed above with IPA prior to releasing any extensive personal information to the organization. Please direct questions to jobs-kenya@poverty-action.org.