HR/Administrative Assistant at Sapcone

Specific responsibilities, HR and Administration

• Strictly adhere to HR policies, including SAPCONE's Code of Conduct (CoC), Privacy and Confidentiality Policy, Communication Policy, Protection from Sexual Exploitation and Abuse (PSEA), and Child Safeguarding Policies.
• Updating HR databases (e.g. new hires, separations, vacation and sick leaves)
• Support field office staff in management of Wingu box platform.
• Assisting in payroll preparation by providing relevant data, like absences, bonus and leaves
• Provide orientations for new employees by sharing onboarding packages and explaining company policies
• Maintain confidentiality of all office records and employee files, ensuring sensitive information is safeguarded.
• Organize and maintain an effective filing system for HR and administrative functions to ensure easy access and security.
• Safeguard the security and integrity of all HR and administrative office files, ensuring they are stored and handled properly.
• Support in providing moral and psycho-social support to staff experiencing external issues affecting performance at work
• Perform any other duties as assigned by the Human Resource Officer to support the efficient functioning of the HR and Administration department.

Other;

• Receive and sort incoming emails and correspondences, ensuring they are properly filed and promptly directed to the appropriate recipients for action with delivery book.
• Assist management in booking secure and appropriate venues that are budget-friendly, and conducive to the activities.
• Organize travel arrangements for staff and visitors by ensuring timely bookings through efficient planning and ticketing.
• Ensure staff are equipped with necessary tools, equipment, working spaces, and stationery to carry out their tasks effectively.
• Assist visitors at the front desk, providing a welcoming and professional experience.
• Monitor and manage office stationery, supplies, equipment and tools ensuring timely reordering to avoid shortages.
• Oversee the smooth operation of office equipment, coordinating necessary maintenance and repairs for devices, power outlets, cables, etc.
• Maintain a clean, organized, and conducive office environment at all times
• Ensure timely provision of office refreshments, including tea, soda, juice, food, and water, as needed.
• Supervise office cleaners, janitors, and cooks to ensure services are delivered efficiently and in line with the organization's standards.
• Ensure all power sockets, switches, and office lights are turned off after working hours, except for security lights.

Relationships

• Finance and Administration Manager: Overall leadership
• Human Resource and administration Officer (Supervisor): Consultation, coordination, joint planning, support in staff development and business processes
• Other relationships: Finance Officer and Project Officers; administrative support

Core Capabilities/ Competencies

• A high level of administrative planning, and human resource skills
• Good oral, written, communication skills and interpersonal skills
• Pursues thoroughness and keen to detail
• Treat others with honour and respect
• Builds and maintains relationships

Qualifications: Education/Knowledge/Technical Skills and Experience

• Diploma in Business Administration, Human Resource Management, or a related field.
• Minimum of one to two years’ experience in office administration, with proven capability in managing daily administrative tasks.
• Strong understanding of support service systems, including planning, reporting, staff training, and basic IT skills.
• Excellent written and verbal communication skills.
• Proficiency in both English and Kiswahili, with local language skills highly desirable.

Working Environment/ Conditions:

• Work environment: 90% Office-based
• Travel : 10% Domestic travel is required
• On call: All times in case of emergency response