Human Resources and Administration Manager
Biovision Africa Trust (BvAT) is a not-for-profit organization established in Kenya in 2009 by the Biovision Foundation for ecological development in Switzerland and supported by the International Centre of Insect Physiology and Ecology (ICIPE) in Nairobi. The Trust’s goal is to alleviate poverty and improve the livelihoods of smallholder farmers in Kenya and other African countries through supporting dissemination of information and knowledge on appropriate technology to improve human, animal, plant, and environmental health.
Key Duties and Responsibilities:
Human Resources
- Tackle
general Human Resource matters, including reviewing, developing and
managing relevant policies, procedures, processes and practices.
- Provide
timely and professional advice to staff in the interpretation and
implementation of human resource policies including change management,
manpower planning, industrial relations, staff retention, performance
management, workplace health and organization design.
- Advise
the Executive Director on key professional strategic issues that should be
put in place to enhance performance efficiency of employees.
- Ensure
confidential and safekeeping of contracts, personnel files, other employee
information, and up to date personal records for all employees in
accordance with legal requirements and BvAT’s policies and procedures.
- Advice
senior management on staff recruitment, prepare notices and advertisements
for vacant positions, schedule and organize interviews, participate in
interviews, conduct reference checks on possible candidates and coordinate
induction for new employees.
- Provide
or organize basic counseling to staff who have performance related
challenges.
- Provide
information and assistance to staff on human resource and work-related
issues – procedures relating to personnel issues, workplace safety, pay
and benefits systems, labour standards, etc.
- Coordinate
and administer BvAT’s’ training and capacity building programmes by
assisting in the identification of staff training needs and recommending
relevant courses for them in conjunction with the management and/or other
external training bodies as required.
- Advise
management on handling disciplinary matters to ensure compliance to
policies and the Employment Act.
- Facilitate
the end-to-end disciplinary process including documentation, reporting to
management and implementation of the approval outcome.
- Facilitate
the performance management exercise by ensuring that all staff have their
key performance indicators as per their mandate (department, programme,
projects, etc) and to follow up the appraisal feedback to ensure it is
filed in the respective employee’s records.
- Review
all staff contracts on a need basis and ensure they are aligned with the
policies and Employment Act.
- Ensure
awareness and compliance with the Kenyan laws and regulations including
Employment Act and all other labour legislation. Keep up to date with HR
legislation by
researching and attending necessary forums. - Liaise
with finance department to ensure accurate and timely handling of payroll
functions by computing and recording payroll data as scheduled,
maintaining payroll records in compliance with legal requirements and
organization’s policies and procedures.
- Ensure
that staff benefits are communicated to the staff, and they are up to date
such as medical and welfare payments.
- Ensure
that all communication to the staff regarding their duties and employment
is timely and efficiently documented in their respective files for future
reference.
- Manage
personnel matters (Staff correspondences, Leave management, Contract
management, Insurances, grievances etc.). - Manage
the employee database by filing and safe custody of HR Documents and
Administration Records.
Administration
Oversee the general office administration
at BvAT through the following activities:
- Manage
office space, maintain service contracts, manage office equipment, and
monitor administrative costs.
- Supervise
the administrative team including the cleaners.
- Implement
office administrative procedures and policies touching on communication,
office security, travel, office cleanliness, health, and safety among
others.
- Organize
and set up staff functions such as annual staff meetings, management
meetings, performance awards, long service award ceremonies, team
building, etc.
- Oversee
the renewal of office licenses and relevant business licenses; and
- Facilitate
approval and safe filing of contracts and agreements. Ensure procurement
processes and procedures duly followed and implemented in accordance with
BvAT policies and documentation of procurement files.
- Disseminate
procurement update to all users (project managers, etc) so that project
procurement activities are planned accordingly
- Any
other responsibilities that may be assigned to the jobholder by the
supervisor from time to time.
Working Relationships:
Internal Relationships: All
departments, units, programmes, and projects.
External Relationships: HR Forums, icipe, Partner
organizations, Ministries, etc.
Required Qualifications:
- Bachelor’s
degree in Social Sciences, Human Resources or Business-related course from
an accredited institution. Master’s degree in Human Resources will be an
added advantage.
- Must
have a Practicing certificate from the Institute of Human Resources
Management (IHRM)K
- Minimum
of 8 years working experience, five of which must have been in a senior
human resource management and administration role.
- Working
experience with the HRMIS software e.g., on ERP-Microsoft Dynamics
How To Apply
If you are interested in
this position then please apply with your CV and cover letter as one file
indicating a summary of your key qualifications and expected salary and
benefits to info@biovisionafricatrust.org with the job title: Human
Resources and Administration Manager, on the subject line
to be received no later than September 5th, 2022. Please
note we will not accept applications not having a CV and cover letter. Only
shortlisted candidates will be contacted for interviews.
