Job Title: People and Development Senior Administrator
Location: Nairobi
Reporting to: Deputy Director CS – P & D
Probationary Period: 3
months
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.
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:
This role has six key areas of responsibilities:
- The equitable and efficient administration of
all staffing issues (recruitment, selection, info management, organigrams
etc)
- Timely and accurate administration of all
staff benefits
- Administrative collation of information
relating to staff training plans and events
- Line management of junior office staff
- Administration of information relating to
Performance management (OGSM)
- Monthly communication to all staff on work
progress
Measures
- 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
Measures
- 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
Measures
- 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.
Measures
- 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
Measure
- 100% Performance Plus coverage
Monthly communication to all staff on
work progress
Activities include
- Monthly all-staff update on key HR Admin
issues
Measure
- 5th each month
- Doc and feedback
Knowledge skills and attitude
Qualifications:
- 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.
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:
Initiative
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 15th August 2015 to Sheer Logic Management Consultants E- Mail: info@sheerlogic.co.ke
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
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: info@sheerlogic.co.ke
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