HR and Logistics Officer at Legal Action Worldwide (LAW)

Role Overview and Responsibility:

The HR and Logistics Officer will work closely with the Africa team to ensure smooth running of the office and provide strong HR and Finance administrative duties. The post holder will perform duties in accordance with the responsibilities outlined below:

More detail:

Human Resource Management

• Manage the end-to-end recruitment; drafting job descriptions to liaising with candidates and participation on the interview panels;
• Support on-boarding and ensuring the new staff have appropriate work space and LAW equipment;
• Drafting contracts and maintain a tracking system (expiry end dates, renewals etc) and employment checks/vetting;
• Maintenance of up-to-date personnel files, including employee NSSF registration, salary payments, leave requests, exit process;
• Facilitate implementation of LAW policy and procedures to programme teams;
• Coordinate team meetings, including drafting, circulating agendas/minutes and ensuring these are actioned;

Logistics and Office Management

• Focal person for office suppliers and vendors; respond to queries, ensure utility bills and payment authorisation are tracked;
• Maintenance of the office to ensure a safe workplace and implementation of staff security and safety policies;
• Liaise with the letting agent on any building management issues etc;
• Procurement and financial compliance, assisting with maintaining office /stationery supplies, and track inventory of LAW equipment including laptops etc;
• Assist project teams or guests with the planning of missions, organizing flights and accommodation;
• Act as a security and safety focal point for the Nairobi Office; SOP, security and aety plans, welcome packs are up to date; follow up on health and sagety

Finance

• Generate statutory eslips and ensure timely payment of statutory obligations;
• Prepare payment documents and reconciliation including; bank and cash payment vouchers and travel documents;
• Data entry of financial transactions into the Navision accounting system;
• Support and keep accurate office files and financial records;
• Manage the office petty cash in Kenya Shillings and USD;
• Undertake banking tasks such as collection of cheque books, deposits of cash, cash and bank reconciliations;
• Any other duties as specified by management.

Skills and Qualifications Required:

• Bachelor’s Degree in Human Resources Management, Business Administration, Accounting or a relevant field
• Minimum 3 year’s demonstrated experience in administration; preferably working within a HR or Finance function;
• Track record of delivering general HR/Admin procedures and policies, safety, and good financial or accounting background;
• Knowledge and experience of general payroll and statutory requirements;
• Flexible and proactive with ability to manage different demands and multi-tasking
• Experience with an international NGO preferred.
• Proficient in Microsoft Office applications (word, excel, powerpoint, outlook)
• Excellent communication skills, including fluency in both English and local languages;
• Towork independently, take initiative and can prioritize conflicting deadlines;
• Demonstrated experience to establish positive relationships with various stakeholders;
• Good understanding of Labour law including safeguarding;