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People & Development Administrator Job in Nairobi, Kenya

Job Framework: People & Development Administrator    

This post reports to the People and Development Senior Administrator and provides essential administration and HR functions thereby assisting in the smooth running of the organisation.

Stationed within the Corporate Services department, the post is part of a team that provides oversight and active support to all teams, in order to enhance consistency, quality, and efficiency while ensuring that systems, policies and procedures are adhered to. 

Specifically the P & D function led by the Deputy Director operates to enable the strategic engagement of human resources in excellent sexual reproductive operations through: planning, recruitment, development and retention with policy and practice that results in high performance by excellent staff.

Job Title: P & D Administrator
Location: Nairobi

Reporting to: People & Development Senior Administrator

Probationary Period: 6 Months

The primary responsibility of this role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individual’s right to: CHILDREN BY CHOICE NOT CHANCE

The post holder commits to and is held accountable to the organisation’s International global core values: mission driven, customer focused, results orientated, pioneering, sustainable, people Centered

Key Responsibilities and Measure/KPIs
  1. Assist with equitable and efficient administration of staffing issues (recruitment, selection, info management etc.)
  2. Assist with timely and accurate administration of staff benefits
  3. Assist in the provision of timely and effective technical assistance to line managers to support their effective people management
  4. Line management of junior staff
  5. Office Administration
  • Feedback on recruitment all filed info up to date & secure
  • Assist with equitable and efficient administration of staffing issues
 Activities include
  • Using the planned recruitment records arrange for interviews by contacting the panel and the candidates
  • File all interview records and assist the Senior administrator with reference checks for candidates following up on the reference forms
  • Assist in the preparation of the orientation and induction programmes by confirming times with the departments
  • Administer contracts and enter start dates and end dates into an excel data base
  • Management of the leave schedules and files
  • Ensure P & D department time sheets are done and handed over
  • Use the tracking tool  to track leave for team members  and  upcoming probation reviews
  • Maintain complete and accurate team members files by creating an effective , confidential and secure filing system
  • Line managers’ report satisfaction
  • Leave register
  • Reference feedback forms filed
  • Updated employment contracts
  • Induction schedule shared on time
Assist with the timely and accurate administration of staff benefits
Activities include
  • Administration of medical benefits programme ensuring that team members medical needs are attended to
  • Administration of staff pension by ensuring all payments are made and reports on the same produced every month
  • Assisting team members with clearance during exiting process by using an effective tracking system
  • Processing all insurance cover and claims in relation to team members in a timely manner
  • Positive staff feedback on benefits
  • Timely reports
  • Positive feedback on exist process
  • Positive feedback on claims process
Assist in the provision of timely and effective technical assistance to line managers to support their effective people management

Activities include
  • Proper Filing of  documentation of all cases including disciplinary cases for future retrieval if necessary
  • Prepare response as communicated by DD CS P&D on the deliberations of the disciplinary process
  • Collate training assessments and plans from CMT to ensure smooth admin support and keep records of staff and training
  • File spot checks
  • Training register
Line Management of junior office staff
  • Guidance management and support of a small team of receptionist , caretaker and cleaning staff ensuring high performance in regards to safety, efficiency and excellent customer service
  • Set objectives along OGSM framework. For example front office management, office supplies and utilities management, office cleaning etc.
  • Develop administrative staff by providing information and growth opportunities
  • Motivated team members
  • OGSM forms signed and filed
  • Capacity building plans in place
Office Administration
  • Planning work assignment for support staff including compound cleaning for the caretaker
  • Reporting on usage of stationary and requesting the same
  • Prepare memos for payment of utilities
  • In charge of maintenance and minor repairs of the support office
  • Work plans
  • No suppliers interruption
  • Repairs handled on time
Job Specification
Knowledge, Skills and Attitudes
  • Graduate in Business or related field
  • Qualifications to demonstrate training skills/knowledge desirable
  • Knowledge of the non-for-profit sector is highly desirable
  • An Administrator  who can demonstrate with evidence the effectiveness of his or her work
  • Experience with international contracted staff an advantage
  • Highly developed communication skills in written, training and negotiation environments
  • Excellent demonstrable IT skills including in the use of databases, MS Office suite and for the use of information management
Attitude / Motivation:
  • Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
  • Thinking creatively and outside of the box so that ideas generated create a positive outcome
Effective Communication
  • Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
  • Being responsive to changing priorities and demands
Working Efficiently
  • Planning, prioritising and organising work to ensure work is accurate and deadlines are met
Sharing Information
  • Sharing information and knowledge whilst maintaining confidentiality
Focus on Learning
  • Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
  • Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
  • Drive and determination to deliver results
  • Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
Embracing Change
  • Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
  • Motivation towards achieving quality results to maximise potential
Team Player
  • Working as part of a team by being supportive, flexible and showing respect for each other
How to Apply

If you believe your career objectives match this exciting position, please forward your application and detailed C.V stating your current position, remuneration, contact details by 5 pm on 24th July 2015 to the Recruitment Manager, Sheer Logic Management Consultants E- Mail:

NB: Please clearly indicate on the subject line as ‘People and Development Administrator’

Only shortlisted candidates will be contacted

Our Client is an equal opportunity Employer

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