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. 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.
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
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
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
- Assist
with equitable and efficient administration of staffing issues
(recruitment, selection, info management etc.)
- Assist
with timely and accurate administration of staff benefits
- Assist
in the provision of timely and effective technical assistance to line
managers to support their effective people management
- Line
management of junior staff
- Office
Administration
Measure/KPIs:
- 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
Measure/KPIs
- 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
Measure/KPIs
- 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
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
Measure/KPIs
- 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
Measure/KPIs
- 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
Measure/KPIs
- Work
plans
- No
suppliers interruption
- Repairs
handled on time
Job Specification
Knowledge,
Skills and Attitudes
Qualifications
- Graduate
in Business or related field
- Qualifications
to demonstrate training skills/knowledge desirable
- Knowledge
of the non-for-profit sector is highly desirable
Skills/Experience:
- 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:
Initiative
- Thinking
ahead and taking action to make the most of opportunities by finding the
optimum solution
Innovative
- 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.
Responsive
- 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
Commitment
- Awareness
and understanding of goals, vision and values and how your role impacts on
this and going the extra mile to meet role requirements
Driven
- Drive
and determination to deliver results
Accountable
- 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
Motivated
- 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: info@sheerlogic.co.ke
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
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