Administration & Human Resources Officer at Christian Blind Mission (CBM)

 We are looking for someone who will:

•  Manage professional office administration and efficient operations of the Country Office in line with relevant CBM standards.
• Document and maintain up-to-date administrative processes and procedures; initiate and participate in regular reviews to ensure clarity, effectiveness and efficiency.
• Organize logistics of office meetings, workshops, training, as required/ requested
• Provide secretarial duties, including handling of official correspondence with authorities, business registrations etc.
• Ensure office management including office cleanliness, organizing and overseeing maintenance and repair works on CBM assets;
• Facilitating and following up on Accessibility and Inclusion audits.
• Ensure security of the CBM assets, in liaison with property manager.
• Take responsibility for record keeping and filing of important administrative office documentation; manage the office archives.
• Collaborate closely with the Country Office Finance Manager, Regional Administration Manager and Regional HR, Administration Manager to ensure cross-functional policies, procedures and practice are harmonized and streamlined where relevant.
• Model and promote CBM’s values, culture and inclusive practices and promote disability and gender equality with colleagues.
• Manage the preparation, circulation, filing and archiving of all administrative and contractual documents in conformity with CBM procedures.
• Ensure all CBM assets, equipment and vehicles are timely and adequately covered for risks through various applicable insurance products.
• Ensures that there is up to date asset and inventory register in line with CBM or donor requirements, as applicable. Oversees verification of assets twice in a year and report on any variances.
• Coordinate timely disposal of old and obsolete office equipment and assets, as guided by CBM guidelines on disposal.
• Ensure that any purchase, lease or sale of assets is done in accordance with procurement guidelines and receives the required approvals.
• Provide timely and consistent HR data for the Country office to facilitate the preparation and dissemination of HR reports.
• Facilitate the in-country recruitment- right from approval of positions, advertisement, candidate selection process placement and induction.
• Ensure employment contracts and up-to-date job description are in place and inform the Country Director in a timely manner of contract end-dates.
• Arrange administrative and logistical aspects of expatriate assignments to Kenya, to include visa and permit processing, housing, security, vehicle etc.
• Coordinate the effective implementation of the annual performance management process including staff development plans by line managers in line with agreed timelines.
• Develop a coherent procurement master plan to guide procurement activities for all departments of the Regional Office and the Country Office Kenya for the year. This includes but is not limited to goods and services such as workshops venues, catering services, IT equipment and related accessories, consultants, office supplies etc.
• Ensure all procurements are timely and thoroughly documented in agreed format and filed within the right timeframe.
• Prepare bid proposals, RFPs and tender documents for approval before circulation. Coordinate receipt of quotations from suppliers. Ensure quotations are analyzed and bid analysis prepared as per CBM procurement guidelines.
• As the coordinator of the procurement and tender committees, ensure minutes and reports of discussions and decisions held are prepared.
• In addition, Coordinate selection/use of pre-qualified suppliers; maintain a supplier database and robust local supplier relationships.
• Manage communication with vendors and staff to facilitate smooth implementation of procurement procedures.
• As a security focal person for the Kenya office, ensure all staff and visitors comply with Safety and Security SOP in the country. This will involve coordination sensitization sessions, training and regular communication.
• Contribute to developing and implementing the organizational security policies and strategies as well as facilitate the rollout of security standards, operating procedures, and regular reporting on compliance for Kenya Office.
• Establish and maintain relationships with security agencies and other partner organizations to ensure ongoing sharing of security information and support in Kenya.
• Disseminate security information from the Regional security & Safeguarding Advisor and other networks sources to aid with decision-making and proactive actions in Kenya Office.
• Manage and coach the staff under direct line management, which includes: selection, job description updates, performance management, capacity development planning, work plans and follow up, delegation and motivation.
• Model and promote CBM I’s values, culture and inclusive practices and promote disability and gender equality with colleagues
• Responsible and accountable for managing the risk of fraud and corruption in their unit; including creating an anti – corruption culture through ensuring internal controls, assessment and awareness sessions with team members
• Participate as required upon receiving reports of any form of misconduct as guided by CBM applicable

These are your qualifications

We are looking for someone who has:

• Bachelor’s Degree in /Business related field with a specialization /bias in Procurement;
• CIPS qualification and IHRM professional membership as added advantage.
• Driving proficiency will be an added advantage.
• A minimum of 4-years of experience in an in a similar role ensuring effective operations in administration, systems and controls particularly with an international development organization
• An effective team player who is able to work diplomatically and with sensitivity with individuals from a variety of cultures, professions and personal backgrounds.
• Ability to prioritize work and meet deadlines.
• Thoroughness and business acumen.
• Ability to perform all tasks in a confidential manner.
• Highly organized, flexible, self-directed and comfortable working in a fast-paced environment with changing priorities and under minimal supervision.
• Ability to proactively anticipate any potential issues or risks for the office and submit appropriate recommendations to address them
• High level of professionalism, maturity and integrity when dealing with sensitive information and issues.
• Willingness to commit and adhere to CBM’s values and Child Safeguarding Policy
• Will reflect CBM I values in daily work.