Human Resource & Administration Manager at Innovations for Poverty Action (IPA)

About the Position: 

The Human Resource & Administration Manager shall be under the general supervision of the Country Director, within the limits of Innovations for Poverty Action policies and procedures, help coordinate and facilitate the Human Resource and Admin Departments’ activities, functions and processes.

Below is a list of some of the general duties and responsibilities of the Human Resource & Administration Manager, to be carried out as needed according to the determination of the supervisor.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES

Human Resources Systems and Management

• Maintain and enhance the organization’s human resources by planning, implementing, and evaluating employee relations and human resources policies, programs, and practices.
• Develop and maintain a Human Resource System that meets management information needs.
• Work with the Global HR team to review and apply human resource and administrative policies and proceduresin the country office and ensure that they are effective, efficient, fair, and transparent and promote equal opportunities.
• Train the HR team on human resource policies and procedures at IPA.
• Conduct regular field visits to IPA Kenya site offices.
• Ensure all the HR and Admin functions are digitized through effective processes and systems.

Recruitment and staffing

• Maintain the work structure by updating job requirements and job descriptions for all positions.
• Maintained organization staff by establishing a recruiting, testing, and interviewing program; counseling managers on candidate selection; conducting and analyzing exit interviews; recommending changes.
• Support the HR team in recruitment cycles to fill vacancies for the Country Office.
• Prepare employees for assignments by establishing and conducting orientation and training programs and ensure onboarding of new hires; employee orientation is effectively run by the supervisors and other stakeholders.
• Support sub-contracting firms to provide employee-related services when needed.
• Collaborate with the Global HR team to maintain the accuracy of department organization charts (tracker for recruitment).

Administration and compliance

• Identify legal requirements and government reporting regulations affecting human resource functions and ensure policies, procedures, and reports comply—study legislation, arbitration decisions, and collective bargaining contracts to assess industry trends.
• Ensure legal compliance by monitoring and implementing applicable human resource statutory requirements.
• Ensure that all Expats and TCNs staff working from the IPA office have necessary work permits and visitors have the required visas before they visit the Country Office.
• Work with the Immigration agent to track the work permits, Visa expiry dates, and other immigration processes.
• Support the Expats and TCNs through Country office onboarding and introducing them to the IPA Kenya environment and culture.
• Oversee the analysis, maintenance, and communication of records required by law, local governing bodies, or other departments in the organization.
• Conduct regular HR audits to ensure compliance with IPA policies, procedures, systems, and donor regulations and ensure the correctness of necessary documentation such as timesheets, leave forms, payrolls, and exit interviews.
• Prepare and monitor budgets for both HR and Admin departments.
• Work with HR/Admin staff to ensure legal compliance in admin functions such as workplace registrations, Occupational Safety and Health, and other compliance requirements.
• Ensure the HR team establishes and maintains personnel files, ensuring all emergency data forms are filled and safely filled.

Performance Management, Capacity building, and staff development

• Provide training, support, and advice on performance management and staff development plans and ensure performance reviews are conducted when required as per the IPA policy and procedure.
• Identify the training needs of local staff and, together with the management, discuss ways to support the team to fill those training gaps.
• Monitor the evaluation process at all stages and ensure that staff and supervisors complete the review process promptly.
• Guide supervisors as they complete evaluations, help supervisors find effective coaching methods that work for specific issues, including identifying areas of poor performance and assisting supervisors to establish plans for improving performance (PIPS), and be present during review meetings when necessary.
• Coordinate management training in interviewing, hiring, terminations, promotions, performance review, safety, and sexual harassment.
• Follow up with the Global HR office on timely communication of the review and merit increase guidelines.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

Compensation and Benefits

• Recommend updates to IPA’S compensation and benefits that ensure organizational competitiveness in local talent markets, deliver flexibility and creativity to employees, and are cost-effective for IPA through the Job Evaluation, Compensation, and Benefits working group.
• Maintain a pay plan by conducting periodic pay surveys; scheduling and conducting job evaluations; preparing pay budgets; monitoring and scheduling individual pay actions; recommending, planning, and implementing pay structure revisions.
• Maintain employee benefits programs and inform employees of benefits by studying and assessing benefit needs and trends; recommending benefit programs to management; directing the processing of benefit claims; obtaining and evaluating benefit contract bids; awarding benefit contracts; designing and conducting educational programs on benefit programs.
• Where applicable, work with the HR team to implement compensation policies and benefits, including annual salaries and benefits. Employee Relations
• Work with the Global HR team and the Country Director to finalize the Local Employee Handbook and ensure ongoing review of the same when necessary.
• Work with Global HR and Legal teams to resolve employee relations issues, such as employee complaints, harassment allegations, and civil rights complaints.
• Conduct investigations and maintain records; represent the organization at hearings and advise management in appropriate resolution of employee relations issues.
• Prepare employee separation notices and related documentation and conducts exit interviews to determine reasons behind separations.

Supervisory Responsibilities

• Provide management direction and counseling.
• Supervise Human Resource Coordinator/Associate and Admin, Logistics & Security Associate.

Qualifications and Experience:

• Bachelor’s degree in Human Resource Management or any other business-related course. A Master’s degree in the relevant field will be an added advantage.
• A postgraduate qualification in human resource management from a reputable institution.
• A Certified Human Resource Professional (with CHRP certificate or currently enrolled) and an active practicing member of the Institute of Human Resource Management.
• At least 7 years solid generalist experience in a busy Human Resource Department. Experience working in a non-profit organization will be an added advantage.
• Be proficient in computer knowledge with experience in Microsoft Office (Word, Excel, and PowerPoint).
• Strong negotiation and leadership abilities.
• Experience in Human Resource Management Information Systems (HRMIS).
• Sound knowledge of the Kenyan labour laws and current Employment Act.
• Ability to supervise organization security and administrative functions.
• Be a team player with strong employee relations abilities.
• Effective analytical and problem-solving skills.
• Effective interpersonal and communication skills.