Senior Administrator, People & Development at Marie Stopes

The Function

Domiciled within the People & Development department, the post is part of a team that provides oversight and active support to all teams, in order to enhance consistency, quality and efficiency while ensuring that HR systems, policies and procedures are adhered to. Specifically, the HR Function led by the Director operates to enable the strategic engagement of human resources through: planning, recruitment, selection, remuneration, development and retention with policy and practice that results in high quality performance by excellent staff.

Key Responsibilities

• Ensure equitable and efficient administration of all staffing issues (recruitment, selection, info management, organograms)
  • Using annual budgeting and work plans, keep a record of planned recruitment activities.
  • Work closely with line managers to ensure all JD’s are updated. Use finalised/updated JDs to place adverts and proceed with recruitment. Ensure agreed recruitment timelines are met.
  • Ensure all documentation on recruitment is fair and transparent.
  • Liaison with recruitment agencies, websites and other job links
  • Ensure and prepare the selection criteria for advertised positions.
  • Draft accurate staff employment contracts as per the structure and HR related consultants.
  • Administration of orientation and induction programmes for new staff.
  • Inform line managers 1 week in advance on new staff joining such as preparation of IPR’s, laptop, e-mail, phone, benefits and other logistical requirements.
  • Staff leave management
  • Staff records management (both physical and electronic) with updated staff files, records of transfers, promotions, salary reviews among others.
  • Assist the department in disciplinary, grievance and whistle blowing handling matters. Sit as a panelist in interviews.
• Timely and accurate coordination of all staff benefits
  • Preparation of payroll inputs file and assisting in payroll preparation.
  • Coordination of any wage changes
  • Coordination of the staff benefits schemes: Medical, WIBA, Directors & Officers Liability Cover, Pension etc.
  • Tracking payment of statutory deductions to meet deadlines set by the Government of Kenya.
  • Facilitate HR consultant payments and staff pension payments and ensure they are paid on time.
  • Manage exit process and keep records of the same.
• Coordination & collation of information relating to staff training plans and events
  • Coordinate the collation of training assessments and plans from all department heads and ensuring they are captured on H.R.I.S
  • Pull training needs from OGSM and communicate to CMT through the Director, P&D. Implement the performance management process.
• Line management of P & D Officer
  • Guidance, management and support of P&D Officer and admin assistant/receptionist ensuring high performance.
  • Set SMART objectives along the line of work.
  • Ensure P&D Officer and admin assistant/receptionist Training & Development and performance is managed.
  • Mentorship and coaching of P&D colleagues.
• Administration of information relating to OGSM
  • Keeping staff informed of regular 1-2-1 requirements and info in relation to OGSM
  • Ensure all submitted OGSM’s have SMART objectives.
  • Ensure Mid and Annual performance review reminders are sent to all line-managers.
• Monthly communication to all staff on work progress
  • Administration of monthly staff updates on key HR Admin issues.
• Department of Immigration & NGO Board Coordination
  • Manage requirements of the organization with the NGO Coordination Board and Department of Immigration.

Knowledge skills and attitude

Qualifications:

• Degree in Human Resource Management or equivalent
• Post graduate training in Human Resource Management will be an added advantage
• Member of IHRM

Skills and Experience:

• Demonstrated HR administration required, with International Non-Government Organization experience an advantage
• 5 years related work experience
• Experience in using Human Resource Management Information Systems
• Organisation skills are critical with high word processing and excel proficiency
• Knowledge of SharePoint and/or strong willingness to adopt new technology critical to the role
• Excellent communications skills internally and externally
• Good interpersonal soft skills
• Confidence in providing information as requested and taking initiative as required
• Proven discretion

Behaviours and Values:

Successful performance at MSK is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.

Work as One MSI

• You contribute, use, and share accurate data and evidence to improve understanding, insight and decision-making across MSI, enabling us to maximise our ability to influence others.
• You share relevant knowledge, expertise and resources to strengthen teamwork and prevent duplication of effort.
• You actively work as part of a team, providing support and flexibility to colleagues, demonstrating fairness, understanding and respect for all people and cultures.

Show courage, authenticity and integrity

• You hold yourself accountable for the decisions you make and the behaviours you demonstrate.
• You are courageous in challenging others and taking appropriate managed risks.

Develop and grow

• You seek feedback to enable greater self-awareness and provide the same to others in a way which inspires them to be even more effective.
• You manage your career development including keeping your knowledge and skills up to date.

Deliver excellence, always

• You strive to consistently meet and exceed expectations, putting clients at the centre of everything, and implement smarter, more efficient ways of performing your role.
• You build and maintain effective long-term working relationships with all stakeholders, and are a true MSI ambassador.

Leadership

• You inspire individuals and teams, through situational leadership, providing clear direction.
• You seek and provide opportunities which motivate team members, helping to develop skills and potential whilst strengthening our talent and succession pipeline.
• You are aware of emerging developments in our sector, demonstrating strategic insight about our clients and business and encourage this in your team.
• You articulate a vision of the future which inspires and excites others.

The subject of the email should read Senior Administrator, People & Development.