Admin and Human Resources Officer (Nairobi) at Article 19

Responsible to: Finance and Admin Manager

Key relationships: Regional Director of Eastern Africa, Programme Officers, Human Resources Team in London

Contract: 1 year (renewable)

ROLE SUMMARY

The Admin & HR Officer organizes and coordinates administration duties and office procedures and leads in creating and maintaining a pleasant work environment, and ensuring high levels of organizational effectiveness and safety.

He/She ensures that the administrative activities within the office run smoothly on a daily basis. He/She will also handle and coordinate HR matters. 

KEY RESPONSIBILITIES

Administration:

• Administration/ office managing and answering telephone calls and processing and receiving inward and outward mail expediently;
• Petty Cash accounting;
• Coordinate logistics; 
• Organizing project events and maintaining project documentations;
• Mobilization of participants; 
• Creating and updating all database contacts;
• Ensuring comprehensive travel and accommodation arrangements (plans, itineraries and agendas) for staff (for international and local travel) are prepared. This requires liaising with travel and insurance agents, sourcing competitively-priced hotel quotations and assisting staff members with the visa process (preparation and submission of visa applications and documentation) for varied countries, in and out of the Continent;
• Organizing all board meetings and retreats (both local and international), which requires material (both confidential and non-confidential) to be compiled beforehand. Regarding staff members;
• Assist programmatic leads to organize and execute events (workshops, meetings, conferences);
• Providing direct assistance to the finance department. (completing expense reports, cross-checking requisitions requests lodged by programmatic leads, processing cheques and handling bank transactions);
• Provision of hands-on assistance to the ARTICLE 19 Eastern Africa Board, staff members, the finance team.

Human Resourcing:

• Handles day to day HR functions and duties;
• Maintain proper staff records;
• Ensure compliance with labour laws;
• Advice employees on the interpretation of organization policies and procedures;
• Advice managers in HR Policies and procedures;
• Deal with employee requests;
• Attend to staff grievances and complaints; 
• Induct new employees;
• Be the HR focal point in the Eastern Africa office for the HR team based in London.

Other: 

•  Undertake other duties commensurate with the role as may reasonably be assigned by the Regional Director.

PERSON SPECIFICATION

ESSENTIAL:

Education:

• Bachelors’ Degree level or equivalent with post-graduate qualification in human resource management, or other relevant field being an added advantage.

Experience: 

• At least 3 years’ experience in administration & HR management; 
• Experience of working with partner organizations;
• Experience of working in a cross-cultural environment. 

Knowledge: 

• Familiarity and interest with human rights, freedom of expression and/or democratization issues in Eastern Africa; 
• Familiarity and interest with international and regional mechanisms for promoting and protecting human rights;
• Knowledge of politics and societies in Eastern Africa. 
• Knowledge and familiarity of standard HR processes, and compliance with labour laws.

Other requirements:

• Commitment to ARTICLE 19’s values and objectives;
• Commitment to equal opportunities;
• Ability to travel extensively.                                  

The incumbent should also possess the following skills:

• Able to operate on own initiative with demonstrable time-management skills;
• Excellent written and spoken English and Kiswahili;
• Analytical and strategic planning skills;
• Excellent project management and administration skills;
• Excellent research and report writing skills;
• Excellent writing and presentation and advocacy skills;
• Excellent communication skills and sensitivity in working with people from various cultural and social backgrounds;
• Excellent organizational and logistical skills;
• Excellent skills in word-processing and working with spreadsheets;
• Familiarity with the use of e-mail and the internet;
• Ability to work under pressure, with little administrative support and to meet strict deadlines.

Desirable:

• Knowledge of French;
• Experience of working in an NGO environment;
• Experience with civil society capacity-building, including training;
• Experience in the human rights advocacy field.