Human Resources and Administrate Assistant at American International Health Alliance

Department Administration

Reports to Administrative & Finance Officer

POSITION SUMMARY: Under the direction of the Administrative & Finance Officer (AFO), the Human Resources & Administrative Assistant (HR/AA) will be responsible for supporting the various human resources and administrative tasks within the DREAMS (Determined, Resilient, Empowered, AIDSfree,

Mentored, and Safe) project offices. The HR/AA will oversee HR policy compliance and implementation while supporting the various administrative tasks of the offices.

ESSENTIAL ROLES AND RESPONSIBILITIES:

Human Resources Responsibilities:

• Support AIHA staff to understand AIHA’s human resource (HR) employment manuals, policies and procedures to ensure adherence.
• Provide HR support to AIHA/Kenya staff when issues arise while adhering to AIHA’s employee manual.
• Maintain HR records for all AIHA/Kenya staff in both hard and soft copy and ensure staff update required files as applicable.
• Maintain records of all engaged consultants and ensure files are complete and meet AIHA’s procurement policies.
• Liaise with supervisors to monitor staff performance and put plans in place when issues arise to support staff to succeed in their positions.
• Keep in frequent communication with fringe benefit providers to ensure that staff are aware of updates and/or requirements that affect their benefits.
• Work closely with the AFO in the monthly payroll process and ensure that all labor law requirements are deducted and processed accordingly.
• In partnership with the Country Director and respective supervisors, facilitate staff work schedules and ensure staff coverage when staff is on leave.
• Serve as the point of contact for handling conflict and ensuring the right decisions are made without biasness; lead employees well through the conflict discussions with the parties concerned and leaving both parties satisfied.
• Leas the recruitment process for new staff and oversee new staff orientation; follow up contractual details and procedures as required.

Administrative Responsibilities:

• Support the Programs team to ensure all required programmatic and administrative supplies are procured in a timely manner and in compliance with AIHA’s procurement policy.
• Arrange travel logistics for the AIHA/Kenya staff and applicable partners/stakeholders as needed.
• Coordinate the distribution of program supplies to project sites as required.
• Ensure all administrative and financial documents are filed per AIHA requirements.
• Ensure that offices are well maintained and kept in sanitary condition.
• Keep AIHA/Kenya staff updated on upcoming events or activities; update the AIHA global program calendar on upcoming program activities.
• Any other duties as applicable and required

REQUIRED QUALIFICATIONS:

• Bachelor’s degree required in Human Resource Management or the equivalent and a minimum of three (3) years’ work experience in human resources and administrative support, with a preference for NGOs with United States Government (USG) funded programs; or, a Diploma in Human Resource Management or the equivalent and a minimum of five (5) years’ work experience in human resources with a preference for USG funded programs.
• Well versed in Kenya labor law and requirements.
• Proficiency with computers and current computer software (Microsoft Word, Excel, Access, PowerPoint, Outlook, Internet).
• Ability to handle multiple tasks and to set priorities. Possess strong organizational and customer service skills. Detailed oriented.
• Excellent written and verbal communication both in English and Swahili.
• Commitment to understanding and responding to the most urgent needs and rights of vulnerable youth and HIV/AIDS positive children and their families
• Ability to work effectively with diverse coworkers and project participants
• Must be very dependable and detail oriented
• Effective and diplomatic communicator at all levels
• Personal and professional maturity and judgment
• Willingness to work additional hours in order to meet tight deadlines.
• Must be willing to travel in‐country

Ability to handle multiple tasks simultaneously in a fast‐paced environment, set priorities, work independently and in a team environment