Administrative & HR Officer at DAI Kenya - Development Alternatives, Inc.

POSITION DESCRIPTION

The Administrative & HR Officer will support the Finance and Operations Team, specifically, the Administration and HR pillar and contribute to the day-to-day office administration and HR support services, ensuring compliance with USAID rules, regulations, and best practices. With guidance from the Operations Director, the Administrative and HR Officer will collaborate and work closely with Operations and Finance Teams to support administrative, and HR needs of the ATI Activity.

KEY DUTIES AND RESPONSIBILITIES

Administration

• Manage the meeting rooms booking calendar and resolve any conflicts; sensitize staff on optimal use of the meeting rooms.
• Manage office space allocations for long-term staff and short-term advisors – access tags, parking tags, and business cards printing.
• Inventory management and documentation; manage office supplies and maintenance of equipment.
• Provide planning support to office meetings – documents and venue preparations.
• Maintain project events calendar and update to all staff regularly. 
• Maintain project important contact profiles and info and ensure they are up to date. 
• Maintain communication with procurement, logistics and DAI’s home office staff on administrative and operational aspects of the project as needed. 
• Supervise office stewards in collaboration with Operations Director and outsourced vendor.
• Process payments related to office management – petty cash, electricity, parking, etc.
• Manage administration related vendor relationships.
• Assist visiting staff and guests in their schedule and administrative needs.
• Assist with management of the security of the office premises and property therein.
• Work with the IT staff to ensure the efficient operation of the local area network.  
• Communicate with landlord, building manager and handyman on facilities management, improvement, and repair issues. 
• Any other duties assigned.  

Human Resources

• Supports the recruitment process – advertising, shortlisting of applicants, reference checking, interview planning, academic verification, personnel filing on SharePoint and TAMIS, and other related tasks.
• Provides backup support for performance management tracking for probationary and annual performance reviews of staff.
• Supports the planning of new employee orientation ensuring all sessions are covered.
• Monitors all leave applications and ensure leave applications are applied and uploaded on TAMIS.
• Supports the collection of timesheets according to project timelines and deadlines. 
• Any other duties as assigned.

REPORTING

The Administrative and HR Officer will report to the Operations Director or designee.

QUALIFICATIONS

• Bachelor’s degree in HR, Business Administration or similar.
• 6+ years of demonstrated administration and HR support experience.
• Excellent communications, personnel, and office management skills and who can relate to people at all levels of an organization.
• Experience with USAID administrative and human resources policy and regulations is preferred.
• Ability to apply laws, regulations and instructions and interpret DAI and USAID policy.
• High ethical standards and the ability to handle sensitive and confidential matters.
• Excellent writing, speaking, and reading skills in English required.
• Previous experience with DAI policies, procedures, and systems (TAMIS, etc.) preferred.