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Job Vacancy: Administrative Manager

Reports To: Executive Director, Global
Our Client, a nonprofit organization that provides healthcare services globally seeks to recruit an Administrative Manager who will be responsible for providing administrative, clerical and office management support services for the Executive Director.
Responsibilities include, but are not limited to:

·         Providing direct support to the Executive Director regarding written correspondence, incoming and outgoing mail, filing of correspondence and other documents, ordering office materials and supplies, and arranging and coordinating meetings.
·         Managing the Executive Director’s calendar by overseeing all internal and external scheduling requests.
·         Scheduling meetings with the Executive Director’s direct reports and partnering with other administrative staff to coordinate and prepare for meetings: this includes drafting and distributing meeting agendas, and taking notes at meetings as requested by the Executive Director
·         Coordinating with other departments to maintain the Executive Director’s action list and follow-up, managing correspondence and work flow, and working with different departments to compile briefings and reports.
·         Organizing and scheduling office activities.
·         Submitting and tracking travel requests for the Executive Director as needed.
·         Organizing trip plans with internal staff and external stakeholders, developing detailed itineraries, and managing logistics related to the travel schedule including agenda scope and briefing materials.
·         Facilitating interdepartmental communication, as needed.
·         Compiling data and preparing assigned reports, tabulations and administrative directives as assigned;
·         Compiling, verifying and organizing materials for mandated reports.
·         Managing the Executive Director’s office budget
·         Answering telephone calls and meeting with visitors to identify specific needs and solving problems where possible.
·         Managing special projects, including international events planning and execution.
·         Ensuring general organization of the Executive Director’s office.
·         Prepare and manage contracts (domestic and international).
Qualifications and Requirements:
·         Must be able to work in Kenya full time
·         A minimum of three years administrative work experience in support of an executive
·         Four year undergraduate degree or equivalent work experience
·         Experience supporting multiple managers and providing support to a larger team
·         Experience working in very fast paced environments with changing focuses and priorities
·         Computer proficiency in: Google, Microsoft Word, Excel, Internet search skills, and PowerPoint
This position is based in Nairobi, Kenya.
The candidate must be legally permitted to work in Kenya full-time.

Our Client, a non-profit organization that provides healthcare services globally seeks to recruit a Human Resources Manager.
He/she will contributes to the organization mission in general and to the Africa Region strategic plan through effective Human Resource strategy building and best practice that supports quality organizational results through high performing and motivated staff.
The Human Resources Manager is responsible for employee relations, employee engagement, fair and coherent compensation and benefits, performance and skills management, Payroll administration learning and development, organizational culture as well as recruitment of staff and interns throughout the Africa region.
The Human Resources Manager will be based in the Africa Regional Office in Nairobi, Kenya.
Principal Activities:
1.   Works closely with the Human Resources Business Partner/HQ to develop and design Human Resources policies and programs to comply with legal regulations and organizational objectives.
2.   Conducts benchmarking surveys of policy and program issues; prepares analysis of program alternatives and recommends action.
3.   Works with department heads in preparing job descriptions based on interviews with incumbents and/or completed questionnaires.
4.   Maintains current knowledge of and compliance with Africa country labour laws, regulations, current practices and developments in the benefits and compensation field.
5.   Designs and makes recommendations about compensation and benefit plans.
6.   Implements and manages compensation and benefits plans.
7.   Conducts various Human Resources surveys, assessments, and analyses periodically.
8.   Assists in the design, implementation, and management of the annual performance and salary review processes.
9.   Negotiates with insurance carriers to ensure the most economical premium rates and the best values.
10.          Manage the marketing of employee benefits.
11.          Develops, recommends, secures approval for, and implements employee retention programs.
12.          In conjunction with the Manager of Training and Development, organizes Trainings, Interviewing Skills Training, and Basics of Employment Policies.
13.          Answers procedural and policy questions from country offices to ensure fairness and consistency.
14.          Participates in conflict resolution procedures and assists both the Regional Director and Associate Regional Director Finance and Operations with handling complaints.
15.          Acts as liaison between Human Resources, other country offices and employees regarding human resources issues.
16.          Maintains and updates the organization organizational charts and employee directory.
17.          Posts vacant positions on internal and external bulletin boards as well as recruitment web sites and other locations.
18.          Composes and distributes new employee and promotion announcements.
19.          Develops, designs and implements recruiting strategies. Write, edits and works with advertising agencies on recruitment job announcements.
20.          Works with regional staff to screen, interview and recruit, candidates for all levels of open positions via numerous recruitment channels.
21.          Maintains on-going contact with Team Heads regarding hard-to-fill positions and provides necessary assistance.
22.          Assists unit heads in negotiating fees, hiring arrangements and employment contracts with agencies, search firms and candidates.
23.          Keeps the Human Resources Business Partner and the VP Global Operations fully informed of problems, issues, and progress of projects and negotiations on a regular basis.
24.          Completes special projects as assigned and required.
Position Scope: Responsible for employee relations, employee engagement, fair and coherent compensation and benefits, performance and skills management, learning and development, organizational culture as well as recruitment of staff and interns throughout the Africa region. Develops, recommends and manages the marketing of employee benefits and implementation of retention programs.
Contacts: Regularly interacts with other regional office staff and collaborates with HQ HR Team as appropriate to ensure policies and programs are consistent and fair, the position also facilitates compliance to legal legislations and organizational objective and external interaction with various key players in the industry to ensure ARO benefits, practices and compensation remains competitive.
Position Requirements:
Education: Bachelor’s degree, plus additional related college courses or professional training in Business, Management or related field required. A postgraduate diploma in human resources management is mandatory. An MBA or masters in Human Resources will be an added advantage. Must be a member of IHRM with a minimum of 7 years in human resources management.

Ability to speak and or write in French a plus.
Experience: Must have a minimum of 7 years of directly related, progressively responsible professional experience in the field of human resources. Recruitment and employee relations experience is required.
Knowledge: Should have extensive current knowledge of employee relation’s laws and regulations in the labor market and the ability to mediate in conflict resolutions. Regularly provide guidance on policy interpretation and implementation.
Related Skills or Knowledge:
·         Highly developed interpersonal and communication skills.
·         Acute analytical and problem solving skills
·         Extensive knowledge of the job and labor market;
·         Current knowledge of employee relation’s laws and regulations; good negotiation, listening and networking skills.
·         Ability to follow up and be detail oriented.
·         Knowledge and expertise in HRIS system.
·         Ability to work independently and as a member of a team. Travel a minimum of 25 percent.

Our Client, a nonprofit organization that provides healthcare services globally seeks to recruit an Associate Director of Finance & Operations.
He/she will be responsible for overseeing the Africa Regional Office (ARO) financial and operations management and ensuring that financial information for organization is complete, accurate, in compliance with generally accepted accounting principles, applicable tax regulatory requirements and other laws, and organization policies and procedures.
In collaboration with the Associate Director, Global Finance and Grants develop, coordinate and manage the organization ARO annual budget process. Manages budget preparation, tracking, and reporting financials for specific grants including monthly reconciliations and monitoring actual and projected burn rates for the organization.
Interacts with all levels of the organization staff and management to ensure that the day-to-day operations as well as special projects are completed in an accurate, timely, customer-friendly, and professional manner.
The Associate Director will also oversee and manage general operations including Facilities, Information Technology, and Security for all organization facilities.
This individual is responsible for leading the Operations team to ensure increased compliance, process efficiency, and information security; registration of offices; procurement; contract management and closeout; bank account and signatories; vendor performance; disbursements; implementation and enforcement of policies and procedures; real estate project management and space utilization; creation and oversight of internal controls; compliance with applicable international laws and regulations; organization asset, brand, and staff security; employee assessment and development.
Reports To: Vice President
Duties and Responsibilities
Finance
1.   Holds comprehensive knowledge of all systems used by the Finance Division, including but not limited to QuickBooks Online, Sage X3, Adaptive Insights, and any new system implemented by the organization. Makes effective and efficient use of such systems and ensure that any system upgrades are implemented in coordination with Headquarters (HQ).
2.    Reviews the financial transactions entered into various financial systems at the organization ARO field offices. Reviews supporting documentation for completeness and accuracy in accordance with financial controls.
3.    Assists in establishing and monitoring standard financial operating procedures in coordination with the organization’s financial policies and procedures.
4.    Provides information, reporting and analysis to assist the organization ARO team ensure that resources are used effectively. Monitors spending and budgeting to ensure that transactions are recorded and monitored accurately.
5.    Reviews organization ARO field office general ledger accounting, including Accounts Payable/Accounts Receivables and General Accounting functions. Works with organization Finance and Grant Associate Director to review consolidating entries into organization general ledger to ensure that transactions are accurately transferred to its financial system.
6.    Works closely with the outside financial consultants to ensure timely monthly closing and reporting.  Ensures accurate and timely accounts payable, travel expenses, and general journal entries processing for monthly, quarterly and year-end reporting.
7.    Interacts directly with outside financial consultants to review documentation, review posted transactions, and finalize monthly financial reports.
8.    Collaboration with outside Financial Consultants to performs account analyses and month end reconciliations (bank account and other balance sheet items).
9.    Oversees complex accounting/financial analyses to identify trends, project financials and present findings to organization HQ Finance and provide strategic guidance to VP Global Operations for the effective use of resources.
10.           In collaboration with the VP, Global Operations and outside financial consultants manage annual in-country audits and other statutory audits (both for Kenya and the other countries in the region).  Manages in collaboration with the outside consultant’s funder audit requests or any other audits conducted at the ARO office or any of the other country offices. Collaborates with organization Associate Director Finance and Grants and outside consultant in responding to any audit requests from HQ.
11.           Works closely with organization Associate Director Finance and Grants and outside financial consultants in planning and implementing the fiscal year-end close and audit and coordinating data gathering required for fiscal year-end external auditors to ensure the accurate and timely performance of year-end account analysis.  Ensures analyses required for the audit are kept current during the year.  Work with outside financial consultants to pass any adjusting and special audit journal entries; conducting audit preparation projects; responding to auditors requests for information and inquiries.
12.           In conjunction with the organization Associate Director Finance and Grants and outside financial consultants, analyzes, develops and implements recommendations to improve accounting business processes, analytical tools, and financial systems to ensure effective and efficient financial operations. Provides direction to organization staff on financial policies and procedures.
13.           Provides guidance and oversight with respect to sub-grants management to ensure sub-grantees are effectively managed in accordance with their grant terms and conditions.
14.           Performs other related duties as assigned or requested by supervisor.
Operations
15.        Manages organization general operations in a manner that drives business objectives, achieves milestones, supports growth, and contributes to financial goals.
16.           Ensures that general operations are running efficiently, optimizing organizational resources, maximizing funds, and are aligned with the programmatic work of the organization.
17.           Assures compliance and implements strategies to mitigate risk, ensuring that organization progress is sustainable and measurable.
18.           Provides a strong day-to-day leadership presence; bridging organization headquarters operations and support.
19.          Oversees the multi-craft activities involved in preventive, scheduled, and emergency maintenance repair and renovation of facility, security, and mechanical systems. Performs research and develops alternatives to ensure that best practices are maintained.
20.          With a goal of creating a physical environment that inspires high productivity, maximize the use of space, delivering innovative, non-conventional solutions to reduce costs and address space-planning and utilization challenges.
21.           Analyzes the current technology infrastructure and works with the VP Global Operations to scope out the next level of information technology for all Global offices.
22.          Mentors and develops Finance and Operations staff using a supportive and collaborative approach: assigning accountabilities; setting objectives; establishing priorities; and monitoring and evaluating results with the goal of building a high-performance Global Operations team.
Personal Qualities and Attributes
·         Able to motivate, engage, lead, and develop others.
·         Effective interpersonal skills – strong collaborator who can build and maintain relationships with key stakeholders.
·         Effective communicator with all levels of the organization as well as vendors/suppliers, community leaders and/or government officials.
·         Strong organizational skills and the ability to prioritize tasks.
·         Strategic thinker who can turn ideas into action.
·         Discretion in handling sensitive or confidential information.
·         Exceptional analytical and problem-solving skills.
·         Able to pivot – expand, ramp up or ramp down as needed.
·         Comfortable getting to “yes” in a collaborative, consensus driven style. Diplomatic style; and high emotional and social intelligence.
·         Knowledge of diverse, multicultural workforce, and sensitivity and appreciation of cultural differences is required
Position Requirements/Technical Expertise
·         Bachelor’s degree, MBA/MPA preferred.
·         8 years’ proven experience in non-profit financial management, budgeting, and operations.
·         Advanced proficiency in Microsoft Excel, pivot tables, v-lookups, and managing large data sets.
·         Global perspective and international business experience.
·         People selection, management, and development.
·         Travel 20-25 percent (US and International).
·         Integrity, independent thinking, and personal courage.
The position is based in Nairobi, Kenya.
The candidate must be legally permitted to work in Kenya full-time with the understanding the traveling to the organization Headquarters location is a must.
In addition, the position necessitates coordination with international members of the team and may require (on occasion) the flexibility to work outside of normal working hours to ensure such coordination. This position is a three-year commitment.
Applicants who meet the requirements stated above should send their applications and detailed CVs with a day – time telephone number to the email address: recruit@hcsafrica.com  with Associate Director of Finance on the Subject line

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