Regional HR & Administration Assistant
Background
The Kenya Red Cross
Society hosts the Finnish Red Cross regional office in Kenya. The Nairobi-based
office managed by the Head of Region for East African countries is composed of
15 staff members working for various African countries. East Africa, either
integrated into the International Federation of the Red Cross Red Crescent
Societies (IFRC) or hosting national Red Cross or Red Crescent Society, (e.g.,
Kenya Red Cross Society, Ethiopia Red Cross Society, Somali Red Crescent
Society).
Role
The key role of the Regional HR and Administration
assistant is to support the Finnish Red Cross Helsinki
headquarters (HQ) HR Unit and the Head of Region to ensure that all Finnish Red
Cross East Africa staff members receive timely and effective assistance in
human resource-related administrative issues, irrespective of the staff
member’s contractual arrangements.
Scope
The
basis for the successful management of the Regional
HR and Administration assistant duties
lies in thorough familiarization with the rules and regulations behind the
different contractual arrangements.
The Regional
HR and Administration assistant assists
the Head of Region/Country Manager and the HQ HR Officer in staff recruitment
and following up on local contracting processes. She/he assists the Head of
Region/Country Manager to settle in their respective mission countries by
providing in-country (Kenya) or remote support to their in-country arrangements
and supporting the onboarding by organizing briefings and ensuring new staff
members are familiar with Finnish Red Cross administrative practices.
The
Regional HR and Administration assistant assists the Head of the Region in
updating in-country policies and practices, related to staff member housing,
vehicle use, schooling, and health care services among other things. He/she
will also support the Head of Region/Country Manager to manage the staff leave
records, staff-related cost, and travel claims in a timely and accurate manner
and assists the supervisors in monitoring HR costs in different countries.
As
Regional HR and Administration assistant, she/he works in close contact with
International Aid HR Unit staff members enhancing relevant information sharing
between the regions and HQ.
Key Responsibilities
Key tasks of
the Regional HR and Administration assistant include but are not
limited to the following duties:
On
local recruitments, liaises with IFRC or NS HR department: handling
applications following up on the recruitment process, coordinating interviews,
and following up on contracting processes.
On
international staff deployments, makes practical arrangements before, during,
and after the employment period including travel documents and entry visas,
residential permits, security briefing bookings, and travel and accommodation
arrangements.
Assists
the Head of Region/Country Managers in settling new staff members to their duty
station countries by arranging local briefings, insurance, staff equipment, and
housing (in Kenya mainly), among other things as well as instructing on Finnish
Red Cross HR and admin practices.
Assist
the Head of Region and HQ HR in running effective HR and admin processes
related to staff member work time and leave monitoring, management of travel
and cost claims, monitoring staff costs, and ensuring different contractual
terms are followed.
Supports
the East Africa regional team in Nairobi in arranging visits, meetings, and
team days in Kenya and liaising with the Kenya Red Cross on office-related
issues.
Together
with the HQ HR team, answer HR and administration-related queries and support
the field staff members in the efficient use of Finnish Red Cross HR and
admin-related online systems and processes.
Supports the Head
of Region and HQ HR in any other HR or administrative issues as requested.
Requirements
Education
University/College
degree in Human Resource Management related field
Experience
At
least 2 years of experience in the field of Human Resource management and
administration.
Practical
experience and knowledge of key HR management processes (recruitment,
contracting, onboarding, staff budgeting, and administration).
Experience
in managing confidential and high-sensitive personnel data.
Experience
in working in or volunteering for a Civil Society Organisation preferred,
experience within the Red Cross Movement is an advantage.
Self-management
within a distance management setup
Experience
working for the Red Cross/Red Crescent or International Humanitarian agency.
Skills
Effective
relationship management and teamwork skills with multicultural teams and
contexts.
Excellent
communication skills.
Excellent
individual stress management skills and an eye for staff well-being.
Effective
administrative and financial management skills.
Capacity
to use different HR-related administrative and financial software independently
and support their use.
Languages
Fluent
in written and spoken English.
French
is an advantage.
Personal skills
Flexibility,
and ability to adapt to changing working conditions and situations.
High
intercultural and gender sensitivity, and resilience.
How To Apply
Deadline closes: 8th
November 2023