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Senior Administrator Job in Nairobi Kenya - People and Development

Job Title: People and Development Senior Administrator

Location: Nairobi

Reporting to: Deputy Director CS – P & D

Probationary Period: 3 months

This post reports to the Deputy Director Corporate Services (People and Development) and provides essential administration of a range of HR functions thereby enabling the smooth running of Marie Stopes Kenya. 

In addition to the delivery of effectively administered HR functions, the role line manages a small team of junior staff.

Stationed within the Corporate Services dept, 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 HR Function le by the deputy Director operates to enable the strategic engagement of human resources in excellent sexual and reproductive health operations through: planning, recruitment, selection, remuneration, development and retention with policy and practice that results in high quality performance by excellent staff.

Marie Stopes Kenya is an NGO registered in Kenya. We are affiliated to Marie Stopes International.  Together we deliver high quality sexual and reproductive health care and family planning to millions of the world's poorest and most vulnerable women.

The primary responsibility of this role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE
The post holder commits to and is held accountable to Marie Stopes global values: mission driven, customer, results, pioneering, sustainable , people            
Key Responsibilities and Measures

This role has six key areas of responsibilities:
  1. The equitable and efficient administration of all staffing issues (recruitment, selection, info management, organigrams etc)
  2. Timely and accurate administration of all staff benefits
  3. Administrative collation of information relating to staff training plans and events
  4. Line management of junior office staff
  5. Administration of information relating to Performance management (OGSM)
  6. Monthly communication to all staff on work progress
  • Line management feedback on recruitment
  • All filed info up to date and secure
  • Global training information annually held
  • 360
  • Progress reports
The equitable and efficient administration of all staffing issues (recruitment, selection, info management, organigrams etc)                
Activities include                                               
  • Using annual budgeting and workplans to keep a record of planned recruitment activities
  • Use finalised/update JDs to place ads and proceed with recruitment. Meet agreed recruitment timelines                                       
  • All documentation on recruitment verified as fair and transparent
  • All references taken and checked
  • Process all contracts with all staff, consultants and interns
  • All professional licences checked and logged
  • Paperwork for offer completed for authorisation by DD P&D
  • Full and accurate files maintained securely
  • Probation period tracking - maintain a spreadsheet of staff start dates and probation periods, record reminders in outlook calendar and advise line managers accordingly when probation reviews are required.
  • Administration of orientation and induction programmes
  • Collation and regular review of annual leave plan/register. Review all requests before line management approval
  • Storage and communication of all HR as any changes come into place
  • Disciplinary Undertaken – Support DD CS – P&D in disciplinary, grievance and Whistle Blowing handling
  • Line managers report satisfaction
  • 60% first round successful fill rate
  • All team members have up to date employment contracts
  • File spot checks
  • Participants feedback
  • Leave register
  • All licences
Timely and accurate administration of all staff benefits
  • Monthly preparation of accurate, confidential and timely payroll
  • Administration of any wage increases
  • Payment of statutory deductions to beat deadline set by the Government of Kenya.
  • Payments to locum staff and consultants prepared and paid on time.
  • Administration of medical benefits programme
  • Administration of staff pension ensuring all payments made
  • Clearance administration all staff
  • Processing all immigration and work permit procurement for international and other staff
  • Processing all insurance cover and claims in relation to staff
  • 20th of each month
  • No errors with leave and other deductions accurate
  • Clearance completed with no outstanding balances
  • Staff feedback on benefits (staff engagement survey)
  • Immigration compliance
Administrative collation of information relating to staff training plans and events
  • Collate training assessments and plans from all CMT to ensure smooth admin support from other Corp Service functions and to keep records of staff and training
  • Provide reports to all line managers on training/development
  • Pull training needs from Performance Plus and communicate to CMT through DD CS
Line management of junior office staff
  • Guidance management and support of a small team of an administrator/receptionist and cleaning staff ensuring high performance in regards to safety, efficiency and excellent customer service
  • Set objectives along their line of work. For example front office management, office supplies and utilities management, travel arrangements, office cleaning e.t.c.
  • Team members clear on legislation
  • Health & safety policies and procedures in place
Administration of information relating to Performance Plus
Activities include
  • Keeping staff informed of regular 1-2-1 requirements and info in relation to Performance plus
  • Annual reminders to all line-managers
  • Collate information received on dashboards and SMT
  • Report to DD CS for CMT
  • 100% Performance Plus coverage
Monthly communication to all staff on work progress
Activities include
  • Monthly all-staff update on key HR Admin issues
  • 5th each month
  • Doc and feedback
Knowledge skills and attitude

  • Relevant degree or equivalent experience
  • Post graduate training in Human Resource Management will be an added advantage
Skills and Experience:
  • Demonstrated HR administration required, with International Non-Government Organization experience an advantage
  • Organisation skills are critical with high word processing and excel proficiency
  • Knowledge of sharepoint and/or strong willingness to adopt new technology critical
  • Excellent communications skills internally and externally
  • Confident in providing information as requested and taking initiative as required
  • Proven discretion
Attitude / Motivation:

Successful performance at MSK is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others. 

There are 13 key behaviours that MSK encourages in all employees and they are defined below:

  • 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 15th August 2015 to Sheer Logic Management Consultants E- Mail:

Only shortlisted candidates will be contacted

NB: Please clearly indicate in the subject line as “People and development – Senior Administrator”

Marie Stopes Kenya is an equal opportunity Employer

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