Practical
Action – Eastern Africa Regional Office
Practical
Action is an international non - governmental organization that uses technology
to challenge poverty in developing countries.
We are
seeking to fill the position of PA / HR & Administration Officer to be
based in our Nairobi Office.
Position title: PA / HR & Administration Officer
Position title: PA / HR & Administration Officer
Job
Summary: The
position is responsible for the effective coordination and support of the
various Human Resources and Administration functions which include recruitment,
staffing, training and development, performance monitoring, administration
support, employee welfare, workplace health & safety, and employee
counseling etc in accordance with established policies and procedures and
applicable labour laws and also provide Executive Assistant (PA support) to the
Regional Director – Eastern Africa Regional Office.
PA/HRO
will also work closely with Head of HR UK to ensure implementation of HR
Projects and initiatives – in talent management, staff surveys, remuneration
etc.
Duties & Responsibilities
Executive
Support to the Regional Director:
- Complete
a broad variety of administrative tasks for the Regional Director ,
including but not limited to: managing an extremely active calendar of
meetings and calls; completing expense reports; composing and preparing
correspondence that is sometimes confidential; arranging complex and
detailed travel plans, itineraries, and agendas; and preparing materials
for events and meetings.
- Work
closely and effectively with the Regional Director to keep him/her well
informed of upcoming commitments and responsibilities, following up
appropriately and keeping the Regional Director updated.
- Take
the lead on executing all action items from Regional Management Team
meetings for which the Regional Director is accountable.
- Provide
secretarial or executive services for Board and other executive Committees
as requested.
HR Policies & Procedures
- Ensure
that all employment practices, compensation, employee benefits, and human
resources activities are within established standards, procedures,
guidelines, and policies of Practical Action Eastern Africa and local
labour laws.
- Maintain
contact with the labour industry, other organizations and government
departments to keep abreast and updated on developments that are relevant
to the human resources processes within the organization.
- Facilitate
periodic review and update of Human Resources policies and procedures in
line with changes in the regulatory and labour environment and
organisational requirements.
- Ensure
that all staff are made aware of and comply with HR policies and
procedures.
- Coordinate
the performance management process to ensure that it is completed in a
timely and effective manner and is linked to staff training &
development plans.
- Manage
the Leave Tracking Database and procedures for leave scheduling & approval
- Ensure
that all personnel files are complete and up-to-date and kept in a
confidential manner.
- Maintain
staff lists and organagrams and update /circulate them as required.
- Manage
the process of staff appointments, which includes issuance, renewal, amendment
and termination of contracts.
- Liaise
with Finance Department on the preparation of payroll and processing of
staff benefits.
Recruitment & Induction
- Facilitate
the staff recruitment and selection process in coordination with
management.
- Carry
out reference checks and verification of salary history, etc. for new
hires.
- Prepare
all Offer Letters, Appointment Letters, Job Descriptions and other
required documentation for new hires (NSSF, NIH, dependant forms, ID
cards, etc.)
- Develop
and implement a standardised Induction Programme for the regional office
and follow up with relevant staff to ensure that all new hires receive a
comprehensive and timely induction.
Staff Training, Development and Welfare
- Coordinate
staff training and development programmes, including analysis of training
needs, evaluation of training, feedback to management, and coordination of
special programmes.
- Ensure
that the regional office maintains good employee relations through well
managed staff welfare schemes, a healthy and safe working environment,
effective management of disciplinary and grievance issues, and effective
communication processes.
- Coordinate
employee related legal issues and advise management on appropriate course
of action.
- Coordinate
work related counselling and stress management services for staff.
Administration
- Oversee
all issues related to NGO registration and liaison with the NGO Board
- Process
Work Permits for international staff as needed
- Manage
all staff insurance policies and procedures (medical, group life, group
accident, etc.)
- Manage
all property leases and maintenance for the regional office sites, in
coordination with Logistics Officer.
- Oversee
all administrative functions in the Nairobi office.
- In
coordination with Programme Staff, ensure that all HR and administrative
functions in field offices are carried out according to established
policies and procedures.
- Line
manage the HR & Administration Assistant in the Nairobi office.
Qualifications: We are
seeking one exceptional professional with at least 4 years of relevant
experience with a bachelor’s Degree and professional Training in Human
Resources.
A
strong work experience ideally in a non-profit is added advantage though not
necessary.
If you have the experience, skills and the ability we are looking for, please send your application letter and updated CV to:
recruitment@practicalaction.or.ke
no
later than 22nd March, 2016.
