HR & Admin Officer
Tasks &
Responsibilities
Ensure high quality of the staff administration, compensation
& benefits, payroll, and accurate HR Data management.
- Ensures efficient & accurate
and timely monthly payrolls, statutory contributions, and declarations to
the local authorities.
- Collect, Coordinate to ensure
staff benefits (secondary, relocation etc) are communicated clearly and
processed as per the Employee Handbook.
- Ensures accurate follow-up of
leave plans and leave management of all staff and timely advice to staff
on the same.
- Ensures staff insurance covers
are updated and are in line with the legislation of the country. Support
and communicate the scope of all the insurance covers.
- Focal person for International
Insurance (MSH), following up on timely enrollment/exits and processing of
Invoices and claims.
- Responsible for drafting and
verifications of Contracts, Consultancies (both Local and NCR); Follow-up
on the end of contract dates/renewal for all employees, ensuring
compliance.
- Focal person for onboarding and
deboarding of employees and ensuring all processes/documentation are done.
- Ensure and maintain an up to date
insurance coverage for employees; Medical, WIBA/GPA and/or GLA.
- As a member of the Occupational
Safety and Health Committee (OSH) and HR representative in the committee,
ensure all safety and health issues are considered for staff and reflected
in policies.
- Lead and Prepare necessary HR
files in case of audits, and HR reports to the respective
departments/Auditors.
- Ensure an efficient filing system
(physical and electronic files) of all administrative files, granting
strict confidentiality of employees’ personal files and other
administrative private documents.
- Day to day management of
data/information on the system, ensuring quality, accurate & timely
management of the HR Database i.e the HR Information system (HRMIS).
Support & follow-up of Cross-Administration support
anchored on MSF EA Hosting Policy in collaboration with the HR & Admin
Manager:
- Link with all MSF offices,
Operational Centres & Partner Sections on all aspects of staff
contracting and administration, and ensure all contracts comply with the
requirements of the office and Legal frames (Kenyan staff, non-Kenyan
staff, Hosted positions).
- Link with Finance for
confirmation of staff lists for reinvoicing purposes.
- Develop and continuously update
Cross-Admin counterparts & Supervisor´s list of contacts of other MSF
entities.
- Actively participate in the
Onboarding of new hosted staff in collaboration with the Managing MSF HQ
staff.
People management
- Responsible for the management
& supervision of the HR & Admin Assistant and from time to time,
intern/temporary support.
Participate & contribute to both internal & External
communication & information.
With the support of the HR & Admin
Manager:
- Organize information
meetings/sensitization with employees on the Employee Handbook
- Elaborate and communicate
internal HR notes to all staff and encourage participation.
- Advice on any administrative
considerations for the office, staff and any risks or liability that may
arise.
- Ensure that the Global Data
Protection Regulation (GDPR) and Protection of Personal Information Act
are applied in all HR & administrative policies & processes of the
Office, in compliance with local and international requirements. Data
Protection
Participate in HR Planning, Reporting and Communication
- Support in the implementation of
actions/decisions of the Action Plans and ensure proper accountability.
- Proactively participate in HR
plans and bring in innovations/ideas.
Qualifications
- Minimum three years of Human
Resources & Administration experience plus bachelor’s degree or
equivalent combination of education and experience, with proven
experience in people management..
- Experience in payroll management
and staff administration, recruitment, training and performance
management.
- Applied knowledge of HRIS tools
and processes.
- MSF experience is an added
advantage.
- Keen attention to detail with
ability to track multiple projects at one time.
- Ability to handle a large volume
of work.
- Outstanding proven time
management and organizational skillsAbility to work with a minimum of
supervision.
- Excellent judgment and diplomacy.
- Ability to prioritize ongoing vs.
immediate needs appropriately.
- Strong interpersonal and written
and oral communication skills
Others:
- Motivation for working in the
humanitarian sector.
- Knowledgeable on issues of
Diversity, Equity & Inclusion.
Competencies
- Commitment to MSF’s Principles.
- Teamwork and collaboration.
- Ability to be accountable.
- Ability to adapt and pragmatism.
- Autonomy and rigour.
- Perseverance and diplomacy.
- Service Orientation Planning
and Organizing.
How to Apply
