Terre des hommes Foundation
Administration Assistant –
Dadaab
Job ID: 20230201
Categories: Collaboration
Reports
to (Hierarchically):
· Field
coordinator
· (Functionally):
Snr HR Officer
Number
of subordinates: 0
Location: Dadaab
Working
time in % : 100%
Context: Terre
des hommes Foundation is an independent, neutral, and impartial Swiss
organization founded in 1960, dedicated to bringing about significant and
lasting change in the lives of children and young people, especially those most
at risk.
Tdh
ensures their well-being and the effective implementation of their rights as
defined in the Convention on the Child’s Rights and other human rights
instruments.
To make a difference, Tdh focus our efforts on maternal and child health, children and young people in migration situations, and access to justice.
Tdh
promotes the active participation of children and young people to empower them.
We advocate for their rights and support them in expressing their needs and
interests. Tdh works in fragile contexts and conflict zones, as well as in more
stable environments.
Tdh
is present in Kenya since 2011. Currently Tdh is providing protection services
for children and families
affected by migration, natural crises and poverty in Dadaab refugee camps, in
Garissa County, and in Korogocho informal settlement in Nairobi.
The
intervention in Dadaab refugee camps is focused on prevention and response to
child protection needs while strengthening protection community-based
mechanisms in the refugee operation and its host communities.
In
Korogocho informal settlements, Tdh implements early child development
activities and child protection activities with a strong community-based
approach aiming at decreasing violence against children and strengthening child
protection mechanisms.
General
description of the position:
Under
the supervision of the field coordinator and with the technical support of the
Snr HR Officer, the
Administration Assistant will be responsible for Operational and administration
su of the Tdh intervention in Dadaab.
The
incumbent will conduct his or her duties in respect of the Charter of Terre des
hommes and the Tdh Child Safeguarding Policy.
Specific
Job Descriptions:
1.
Facilitate upto date Administrational support in Dadaab
· Keep
track of various staff leave management including paid leaves /holiday and
R&R breaks.
· Ensure
monthly staff time sheets are done, approved by supervisor and submitted to Snr
HR Officer.
· With
Snr HR Officer, coordinate request for and validation of staff Payslips as per
the set timelines.
· With
Supervisors, ensure staff appraisal reports are done on time and submitted to
Snr HR Officer.
· Maintain
an updated staff organogram.
2.
Management of Community Child Protection Volunteers and Casual Workers’
Agreements.
· In
Coordination with Field Coordinator and Snr HR Officer, take lead in the
recruitment of Community Volunteers and Casual Workers.
· Management
of the CPVs agreements in line with the Volunteers’ Management Guidelines,
relevant HR documents and donor guidelines.
· Management
of and keeping of an up to date CPV files, complete with relevant HR documents.
· With
Finance Officer, develop monthly CPVs and Casual Workers’ allowance lists for
payment.
3.
Contribute to the onboarding of new staff
· Preparation
for new staff to have all necessary contract signature, work equipment, and
supplies.
· Introduction
of the new staff to the team and give a tour of the office and compound
facilities.
· Develop
a comprehensive orientation plan that includes information about the
organizational culture, policies and procedures, benefits, and job
expectations.
· With
the supervisor, develop and provide training plans on the specific tasks and
responsibilities of the role, as well as any relevant systems or tools.
4.
Maintain regular Admin reporting Process
· Archive
all the relevant administrative and HR documentation according to Tdh
procedures and submit original files to Nairobi while maintaining copies for
own reference.
· Collaborate
in the preparation of documents for donor and statutoty reports and/or audits.
· Provide
relevant report to the Field Coordinator and Snr HR Officer upon request.
· With
Field Coordinator and Snr HR Officer, facilitate regular check-ins schedule to
provide support and address any concerns the staff may have.
· Coordinate
key staff events and activities, if any.
Child
Protection Policy
· Commit
to respect the Child Safeguarding Policy.
· Commit
to ensure the best implementation possible of the Child Safeguarding Policy in
Kenya, including participation in annual audit, and reviews and updates of
action plan.
· Commit
to inform the Country Representative and/or the Field Coordinator to deal with
any case of any allegations or possibility of transgression, even potential, of
the Child Safeguarding Policy
Abuse
Prevention Policy – Operational Risk Management
· Commit
to respect Tdh Risk Management Policies including: Child Safeguarding Policy,
Safety and
Security Policy and Anti-Fraud/Corruption Policy, Code of Conduct, Whistle
Blowing Policy
· Commit
to ensure the best implementation possible of the Tdh Risk Management Policies
· Commit
to inform supervisors and to deal with any cases, allegations, or possibility
of transgression,
even potential, of the Tdh Risk Management Policies.
Undertake
all other duties that may be determined by the Snr HR Officer and/or Country
Representative and that are compatible with the job.
QUALIFICATIONS
AND EXPERIENCE
Knowledge
· University
Degree with a HR specialization.
· Minimum
of 2 years work experience perefeable within an NGO
· Strong
knowledge of computer applications, especially MS Word and Excel.
Skills:
· Demonstrated
ability to maintain integrity in performing responsibilities assigned
· Ability
to work independently, under pressure, able to maintain accuracy, paying
attention to details, meeting deadlines and working with minimal supervision.
· Strong
interpersonal and intercultural skills with proven ability to work effectively
and harmoniously with a team of colleagues.
· Ability
to communicate clearly and constructively on negative and positive points
Application
modalities:
Interested
candidates who meet the criteria above are encouraged to send their
applications letter
and detailed CVs to KEN.recruitment@tdh.ch.
Candidates
are required to indicate the position title on the subject line of the email
when applying.
Kindly
note only applications sent to this email address will be considered.
Only
shortlisted candidates will be contacted.
Female
candidates are encouraged to apply.
Closing
date for the application of this position is 09 March 2023.
Tdh’s
recruitment and selection procedures reflect our commitment to protect
children’s rights, which includes the prevention of all forms of child abuse.
Tdh
is an equal opportunity employer
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