Job Vacancy: Administrative Manager
Reports To: Executive Director, Global
Reports To: Executive Director, Global
Our Client, a nonprofit organization
that provides healthcare services globally seeks to recruit an Administrative
Manager who will be responsible for providing administrative, clerical and
office management support services for the Executive Director.
Responsibilities include, but are not limited to:
·
Providing direct support to the
Executive Director regarding written correspondence, incoming and outgoing
mail, filing of correspondence and other documents, ordering office materials
and supplies, and arranging and coordinating meetings.
·
Managing the Executive Director’s
calendar by overseeing all internal and external scheduling requests.
·
Scheduling meetings with the
Executive Director’s direct reports and partnering with other administrative
staff to coordinate and prepare for meetings: this includes drafting and
distributing meeting agendas, and taking notes at meetings as requested by the
Executive Director
·
Coordinating with other departments
to maintain the Executive Director’s action list and follow-up, managing
correspondence and work flow, and working with different departments to compile
briefings and reports.
·
Organizing and scheduling office
activities.
·
Submitting and tracking travel
requests for the Executive Director as needed.
·
Organizing trip plans with internal
staff and external stakeholders, developing detailed itineraries, and managing
logistics related to the travel schedule including agenda scope and briefing
materials.
·
Facilitating interdepartmental
communication, as needed.
·
Compiling data and preparing assigned
reports, tabulations and administrative directives as assigned;
·
Compiling, verifying and organizing
materials for mandated reports.
·
Managing the Executive Director’s
office budget
·
Answering telephone calls and meeting
with visitors to identify specific needs and solving problems where possible.
·
Managing special projects, including
international events planning and execution.
·
Ensuring general organization of the
Executive Director’s office.
·
Prepare and manage contracts
(domestic and international).
Qualifications and Requirements:
·
Must be able to work in Kenya full
time
·
A minimum of three years
administrative work experience in support of an executive
·
Four year undergraduate degree or
equivalent work experience
·
Experience supporting multiple
managers and providing support to a larger team
·
Experience working in very fast paced
environments with changing focuses and priorities
·
Computer proficiency in: Google,
Microsoft Word, Excel, Internet search skills, and PowerPoint
This position is based in Nairobi,
Kenya.
The candidate must be legally
permitted to work in Kenya full-time.
Applicants who meet the requirements
stated above should send their applications and detailed CVs with a day – time
telephone number to the email address: jobs1@hcsafrica.com with Administrative Manager on the Subject line
Our
Client, a non-profit organization that provides healthcare services globally
seeks to recruit a Human Resources Manager.
He/she will contributes to the
organization mission in general and to the Africa Region strategic plan through
effective Human Resource strategy building and best practice that supports
quality organizational results through high performing and motivated staff.
The Human Resources Manager is
responsible for employee relations, employee engagement, fair and coherent
compensation and benefits, performance and skills management, Payroll
administration learning and development, organizational culture as well as
recruitment of staff and interns throughout the Africa region.
The Human Resources Manager will be
based in the Africa Regional Office in Nairobi, Kenya.
Principal
Activities:
1. Works closely with the Human Resources Business Partner/HQ
to develop and design Human Resources policies and programs to comply with
legal regulations and organizational objectives.
2. Conducts benchmarking surveys of policy and program
issues; prepares analysis of program alternatives and recommends action.
3. Works with department heads in preparing job descriptions
based on interviews with incumbents and/or completed questionnaires.
4. Maintains current knowledge of and compliance with Africa
country labour laws, regulations, current practices and developments in the
benefits and compensation field.
5. Designs and makes recommendations about compensation and
benefit plans.
6. Implements and manages compensation and benefits plans.
7. Conducts various Human Resources surveys, assessments, and
analyses periodically.
8. Assists in the design, implementation, and management of
the annual performance and salary review processes.
9. Negotiates with insurance carriers to ensure the most
economical premium rates and the best values.
10.
Manage the marketing of employee
benefits.
11.
Develops, recommends, secures
approval for, and implements employee retention programs.
12.
In conjunction with the Manager of
Training and Development, organizes Trainings, Interviewing Skills Training,
and Basics of Employment Policies.
13.
Answers procedural and policy
questions from country offices to ensure fairness and consistency.
14.
Participates in conflict resolution
procedures and assists both the Regional Director and Associate Regional
Director Finance and Operations with handling complaints.
15.
Acts as liaison between Human
Resources, other country offices and employees regarding human resources
issues.
16.
Maintains and updates the
organization organizational charts and employee directory.
17.
Posts vacant positions on internal
and external bulletin boards as well as recruitment web sites and other
locations.
18.
Composes and distributes new employee
and promotion announcements.
19.
Develops, designs and implements
recruiting strategies. Write, edits and works with advertising agencies on
recruitment job announcements.
20.
Works with regional staff to screen,
interview and recruit, candidates for all levels of open positions via numerous
recruitment channels.
21.
Maintains on-going contact with Team
Heads regarding hard-to-fill positions and provides necessary assistance.
22.
Assists unit heads in negotiating
fees, hiring arrangements and employment contracts with agencies, search firms
and candidates.
23.
Keeps the Human Resources Business
Partner and the VP Global Operations fully informed of problems, issues, and
progress of projects and negotiations on a regular basis.
24.
Completes special projects as
assigned and required.
Position
Scope: Responsible for employee relations,
employee engagement, fair and coherent compensation and benefits, performance
and skills management, learning and development, organizational culture as well
as recruitment of staff and interns throughout the Africa region. Develops,
recommends and manages the marketing of employee benefits and implementation of
retention programs.
Contacts: Regularly interacts with other regional office staff and
collaborates with HQ HR Team as appropriate to ensure policies and programs are
consistent and fair, the position also facilitates compliance to legal
legislations and organizational objective and external interaction with various
key players in the industry to ensure ARO benefits, practices and compensation
remains competitive.
Position
Requirements:
Education: Bachelor’s degree, plus additional related college courses
or professional training in Business, Management or related field required. A
postgraduate diploma in human resources management is mandatory. An MBA or
masters in Human Resources will be an added advantage. Must be a member of IHRM
with a minimum of 7 years in human resources management.
Ability to speak and or write in
French a plus.
Experience: Must have a minimum of 7 years of directly related,
progressively responsible professional experience in the field of human
resources. Recruitment and employee relations experience is required.
Knowledge: Should have extensive current knowledge of employee
relation’s laws and regulations in the labor market and the ability to mediate
in conflict resolutions. Regularly provide guidance on policy interpretation
and implementation.
Related Skills
or Knowledge:
·
Highly developed interpersonal and
communication skills.
·
Acute analytical and problem solving
skills
·
Extensive knowledge of the job and
labor market;
·
Current knowledge of employee
relation’s laws and regulations; good negotiation, listening and networking
skills.
·
Ability to follow up and be detail
oriented.
·
Knowledge and expertise in HRIS
system.
·
Ability to work independently and as
a member of a team. Travel a minimum of 25 percent.
How
to Apply
Applicants who meet the requirements
stated above should send their applications and detailed CVs with a day – time
telephone number to the email address: recruit@hcsafrica.com with HR Manager on the Subject line
Our
Client, a nonprofit organization that provides healthcare services globally
seeks to recruit an Associate Director of Finance &
Operations.
He/she will be responsible for
overseeing the Africa Regional Office (ARO) financial and operations management
and ensuring that financial information for organization is complete, accurate,
in compliance with generally accepted accounting principles, applicable tax
regulatory requirements and other laws, and organization policies and
procedures.
In collaboration with the Associate
Director, Global Finance and Grants develop, coordinate and manage the
organization ARO annual budget process. Manages budget preparation, tracking,
and reporting financials for specific grants including monthly reconciliations
and monitoring actual and projected burn rates for the organization.
Interacts with all levels of the
organization staff and management to ensure that the day-to-day operations as
well as special projects are completed in an accurate, timely,
customer-friendly, and professional manner.
The Associate Director will also
oversee and manage general operations including Facilities, Information
Technology, and Security for all organization facilities.
This individual is responsible for
leading the Operations team to ensure increased compliance, process efficiency,
and information security; registration of offices; procurement; contract
management and closeout; bank account and signatories; vendor performance;
disbursements; implementation and enforcement of policies and procedures; real
estate project management and space utilization; creation and oversight of
internal controls; compliance with applicable international laws and
regulations; organization asset, brand, and staff security; employee assessment
and development.
Reports
To: Vice President
Duties and
Responsibilities
Finance
1. Holds comprehensive knowledge of all systems used by the
Finance Division, including but not limited to QuickBooks Online, Sage
X3, Adaptive Insights, and any new system implemented by the organization.
Makes effective and efficient use of such systems and ensure that any system
upgrades are implemented in coordination with Headquarters (HQ).
2. Reviews the financial transactions entered into
various financial systems at the organization ARO field offices. Reviews
supporting documentation for completeness and accuracy in accordance with
financial controls.
3. Assists in establishing and monitoring standard
financial operating procedures in coordination with the organization’s
financial policies and procedures.
4. Provides information, reporting and analysis to
assist the organization ARO team ensure that resources are used effectively.
Monitors spending and budgeting to ensure that transactions are recorded and
monitored accurately.
5. Reviews organization ARO field office general ledger
accounting, including Accounts Payable/Accounts Receivables and General
Accounting functions. Works with organization Finance and Grant Associate
Director to review consolidating entries into organization general ledger to
ensure that transactions are accurately transferred to its financial system.
6. Works closely with the outside financial consultants
to ensure timely monthly closing and reporting. Ensures accurate and
timely accounts payable, travel expenses, and general journal entries
processing for monthly, quarterly and year-end reporting.
7. Interacts directly with outside financial
consultants to review documentation, review posted transactions, and finalize
monthly financial reports.
8. Collaboration with outside Financial Consultants to
performs account analyses and month end reconciliations (bank account and other
balance sheet items).
9. Oversees complex accounting/financial analyses to
identify trends, project financials and present findings to organization HQ
Finance and provide strategic guidance to VP Global Operations for the
effective use of resources.
10.
In collaboration with the VP,
Global Operations and outside financial consultants manage annual in-country
audits and other statutory audits (both for Kenya and the other countries in
the region). Manages in collaboration with the outside consultant’s
funder audit requests or any other audits conducted at the ARO office or any of
the other country offices. Collaborates with organization Associate Director
Finance and Grants and outside consultant in responding to any audit requests
from HQ.
11.
Works closely with organization
Associate Director Finance and Grants and outside financial consultants in
planning and implementing the fiscal year-end close and audit and coordinating
data gathering required for fiscal year-end external auditors to ensure the
accurate and timely performance of year-end account analysis. Ensures
analyses required for the audit are kept current during the year. Work
with outside financial consultants to pass any adjusting and special audit
journal entries; conducting audit preparation projects; responding to auditors
requests for information and inquiries.
12.
In conjunction with the
organization Associate Director Finance and Grants and outside financial
consultants, analyzes, develops and implements recommendations to improve
accounting business processes, analytical tools, and financial systems to ensure
effective and efficient financial operations. Provides direction to
organization staff on financial policies and procedures.
13.
Provides guidance and oversight
with respect to sub-grants management to ensure sub-grantees are effectively
managed in accordance with their grant terms and conditions.
14.
Performs other related duties
as assigned or requested by supervisor.
Operations
15.
Manages organization general
operations in a manner that drives business objectives, achieves milestones,
supports growth, and contributes to financial goals.
16.
Ensures that general operations
are running efficiently, optimizing organizational resources, maximizing funds,
and are aligned with the programmatic work of the organization.
17.
Assures compliance and
implements strategies to mitigate risk, ensuring that organization progress is
sustainable and measurable.
18.
Provides a strong day-to-day
leadership presence; bridging organization headquarters operations and support.
19.
Oversees the multi-craft activities
involved in preventive, scheduled, and emergency maintenance repair and
renovation of facility, security, and mechanical systems. Performs research and
develops alternatives to ensure that best practices are maintained.
20.
With a goal of creating a physical
environment that inspires high productivity, maximize the use of space,
delivering innovative, non-conventional solutions to reduce costs and address
space-planning and utilization challenges.
21.
Analyzes the current technology
infrastructure and works with the VP Global Operations to scope out the next
level of information technology for all Global offices.
22.
Mentors and develops Finance and
Operations staff using a supportive and collaborative approach: assigning
accountabilities; setting objectives; establishing priorities; and monitoring
and evaluating results with the goal of building a high-performance Global
Operations team.
Personal
Qualities and Attributes
·
Able to motivate, engage, lead, and
develop others.
·
Effective interpersonal skills –
strong collaborator who can build and maintain relationships with key
stakeholders.
·
Effective communicator with all
levels of the organization as well as vendors/suppliers, community leaders
and/or government officials.
·
Strong organizational skills and the
ability to prioritize tasks.
·
Strategic thinker who can turn ideas
into action.
·
Discretion in handling sensitive or
confidential information.
·
Exceptional analytical and
problem-solving skills.
·
Able to pivot – expand, ramp up or
ramp down as needed.
·
Comfortable getting to “yes” in a
collaborative, consensus driven style. Diplomatic style; and high emotional and
social intelligence.
·
Knowledge of diverse, multicultural
workforce, and sensitivity and appreciation of cultural differences is required
Position
Requirements/Technical Expertise
·
Bachelor’s degree, MBA/MPA preferred.
·
8 years’ proven experience in
non-profit financial management, budgeting, and operations.
·
Advanced proficiency in Microsoft Excel,
pivot tables, v-lookups, and managing large data sets.
·
Global perspective and international
business experience.
·
People selection, management, and
development.
·
Travel 20-25 percent (US and
International).
·
Integrity, independent thinking, and
personal courage.
The position is based in Nairobi,
Kenya.
The candidate must be legally
permitted to work in Kenya full-time with the understanding the traveling to
the organization Headquarters location is a must.
In addition, the position
necessitates coordination with international members of the team and may
require (on occasion) the flexibility to work outside of normal working hours
to ensure such coordination. This position is a three-year commitment.
Applicants who meet the requirements
stated above should send their applications and detailed CVs with a day – time
telephone number to the email address: recruit@hcsafrica.com with Associate Director of Finance on the
Subject line
