World Relief
Position: Administration Manager
Position: Administration Manager
Location: Nairobi Officer
Reports To:
Kenya Country Director
Supervises: Office Assistants
Length of Contract: 1 year Renewable
Purpose: - To develop and
manage the human resource systems for World Relief Kenya, in order to help
support smooth organizational functioning and effective programs.
The position will makesignificant contribution to the Leadership.
This includes promoting Christian values and careful stewardship of
human/material resources entrusted to the organization.
- Suggestions and
input in planning and long term strategy will be a part of the
participation.
- To implement
and manage the logistics and administration departments including IT,
communications, storage, transport, flight coordination, asset inventory
and budgeting/cost controls. Supervise department staff of drivers,
logisticians, office assistants and support staff and Conduct performance
evaluations.
- To provide
administrative support to the WR Kenya and its Leadership Team ensuring
internal communication, record keeping, IT and other essential systems for
operations are maintained in a manner consistent with World Relief values
& principles.
Responsibilities:
- Organize and
lead personnel recruitment, documentation, orientation, processing, and
review procedures.
- Ensure
organizational understanding and compliance with Kenyan tax and labour
laws
- Establish and
develop World Relief human resources standard operating procedures
- Facilitate team
building and personnel development through goal setting, trainings,
conflict resolution etc.
- Assist with the
development, communication and implementation of staff policies and
procedures, including the employee manual, employee contracts, Job
descriptions and other related documents.
- Provide advice
and support to managers and staff on human resources related matters such
as rights, responsibilities, code of conduct and difficulties associated
with the work.
- Provide counsel
to the management team on salary and related benefits
- Management of
staff leaves, breaks and other movements
- Oversee the HR
department and supervise any staff herein and upkeep of the HR database
and employee files in the Nairobi office.
Recruitment and Compensation:
- Work with
Country Director to coordinate recruitment of qualified personnel in
keeping with National Labour laws and World Relief guidelines
- Direct
advertising for vacant positions in a timely manner for all countries/
programs supported from Nairobi.
- Lead
interviewing processes for all programs supported from the Nairobi office
- Research on
salary and benefits to ensure salary competitive edge in the hiring
market, in keeping with World Relief budget limitations
- Liaise with and
support Home Office in recruitment processes and other HR matters.
Orientation and
Documentation:
- Coordinate
orientation for each local new hire, including an orientation to the
organization mission, program and structure, procedures, personnel
policies, job tasks and related tax and labor laws
- Ensure that
clear job descriptions and contracts exist for all positions, and included
responsibilities, delegated authority and measurable results expected.
- Lead periodical
review of the HR manual to ensure compliance with developing labor laws.
- Ensure that
each new hire is enrolled to the Medical cover and NHIF and is provided
with an employment card.
- Work with the
Finance department ensure each new hire is enrolled in NSSF contribution
program and enters the tax system by getting a PIN number
Performance Reviews and
Problem Solving:
- Develop and
implement a schedule for end of probation and annual evaluations of staff
performance.
- Ensure end of
probation confirmation letters are provided to each staff member
- Provide
advisory support to the leadership in relation to handling of employee
grievances and disciplinary matters.
- Travel to the
field, as needed to train and meet with personnel to address HR issues.
- Ensure proper
tracking of resignation, disciplinary action and/or termination letters
- Ensure that
exit interviews are conducted and documented for all departing staff.
- Provide
guidance on implementation of Performance Management Systems in the
organization
- Provide HR
training to managers and supervisors
- Develop and
implement HR Strategy plan to support overall organization development and
monitor and review HR related audit recommendations
- Oversee
implementation of staff benefits, safety programs, employee relations and
compensation with respective supervisors.
Personnel Development &
Team-Building:
- Working with
supervisors, ensure that each WC staff member complete personal
development goals that include personal and professional growth
- Assess training
needs among staff and initiate/facilitate training events, as appropriate.
- Supervise
Prayer and Discipleship coordination for all staff (field and country
offices)
HR Administration
- Prepare monthly
payroll for staff in the country program.
- In liaison with
the Finance department, monitor and ensure prompt monthly returns on staff
advances, NSSF,NHIF, PAYE and HELB & SACCO loan repayments
- Check and
maintain personnel files for all staff, ensuring all documentation is
complete
- Collect and
maintain information on commercial, private and inter agency training
schedules and institutions (Course schedules, curricula and cost) and
propose relevant training to appropriate staff.
- Respond to
routine/records human resource queries from staff
- Provide
guidance to World Relief on Kenyan tax and labor laws, and ensure
organizational compliance.
- Review existing
World Relief Kenya hiring guidelines and the Human Resources Standard
Operating Procedures for World Relief Kenya.
General Administration
- Ensure managers
understand vehicle use policy and it is enforced to all drivers
- Manage the
purchasing and acquisition of goods and services needed by the project in
multiple locations, for continuous operation of relief and development
activities.
- Primary contact
point with vendors. Obtain price quotes. Negotiate, write, and manage
contracts. Write and manage Purchase Orders. Manage competitive bidding.
Assist users in finding potential sources and cost estimates for required
materials.
- Establish and
maintain effective relationships with various government departments
essential to the purchase and importation (and licensing where applicable)
of all essential project goods and supplies.
- Maintain an
accurate inventory of all office operations and project equipment and its
source/purchase. Insurance cover and maintenance/repair issues are
properly addressed.
Communication/IT
- Supervise the
network administrator to ensure smooth functioning of network
communications, v-sat connectivity, email services, help desk response,
pc/printer troubleshooting and telecommunications systems.
- Ensure that the
information management systems and processes meet the needs of the country
programs, regional office, and WR HO.
- Coordinate
communications for the country program. Periodically evaluate
communication needs to ensure timely & relevant communication with all
staff.
- Compile minutes
of the Leadership Team and disseminate to the appropriate staff in a
timely manner.
- Personal
assistant to the Kenya Country Director. Participate in morning
briefings, schedule appointments, handle correspondence, special projects,
and other duties as delegated.
- Supervise the
office interns, reception function, cleaning staff and office assistants
Responsible for facilities to ensure they are operational, safe & that
public spaces reflect good stewardship.
- Primary contact
with Landlord concerning all matters pertaining to facilities maintenance
& upkeep.
- Ensure office
is opened and closed according to established guidelines.
- Coordinate
staff social events, retreats and staff meetings
Required Education, Skills
& Experience:
- Relevant
University degree
- Higher diploma
in Human Resource Management/Supply chain management.
- Over 5 years
experience in Human Resource field in NGO circles
- Working
knowledge of Kenyan tax and labor laws
- Ability to
organize work, manage multiple responsibilities and work as a part of a
team
- Good
written/oral communication skills coupled with excellent interpersonal
communication skills
- Highly
motivated self-starter who demonstrates the ability to initiate and
prioritize work activities
- Demonstrates
servant leadership, compassion, integrity and the ability to address and
resolve conflict
- Confidentiality
is a major requirement for this position.
- Experience in
counseling and/or personnel care
- Experience
working in a conflict setting
- Excellent
people skills.
Measurability
- Fulfill
functions as listed above.
- Accuracy and
utility of financial activities
- Ability to
manage and resolve conflicts in a mutually respectful manner
- Maintain a
positive and constructive attitude.
Working Conditions:
- Position will
include travel to the field
- Position at
times requires long hours in a demanding environment
- The position is
based in the WR office in Nairobi.
- WR has a
multi-ethnic and multicultural work environment.
- The office is
open Monday-Friday between 8.00 am – 5.00pm.
Applications should be sent not later than 5th October by email only to the Country Director World Relief Kenya wrkenya@wr.org with the subject “Application for Administration Manager Position”