Human Resource and Administration Officer at IsraAID

JOB PURPOSE

• Provide efficient and effective human resource delivery through the employee life-cycle.
• Undertake the day to day implementation of the human resources functions and providing administrative support to the program ensuring the country office is well coordinated.
• Promote and share ideas for improvement of the support function.

DUTIES AND RESPONSIBILITIES

Human Resource Management

• Maintain and IsraAID’s policies, tools, handbooks and guidelines by ensuring they are kept up to date within the relevant laws, regulations and in compliance with HQ requirements.
• Administer and ensure compliance of IsraAID policies, tools, handbooks and guidelines
• Manage the recruitment process from advertising, shortlisting to the selection of suitable candidates in collaboration with relevant HQ and CO staff.
• Initiate staff contracts and preparation of Job Descriptions, in consultation with the Country Director.
• Coordinate the orientation and on-boarding process for new staff including coordination of a ‘buddy’ to assist them to adopt to the program culture and working environment.
• Prepare timely processing of the monthly payroll information to the Finance Department including statutory leave entitlements etc
• Manage staff remuneration and benefits in collaboration with the Country Director, ensuring alignment with government laws and regulations.
• Coordinate staff performance management including goal and other performance management processes through the line managers.
• Ensure effective, efficient and up to date personnel records and systematic filing of documents and that information is updated in the system.
• Ensuring confidentiality is maintained and adherence to the IsraAID HR manual and all related legal procedures.
• Responsible for down streaming and creation of awareness of the organisation policies to staff and oversee adherence.
• Lead staff welfare management and facilitate the process to support staff to deal with psycho-socio issues.
• Contact person for staff queries and inquiries concerning benefits and other statutory entitlements.
• Support the coordination of training in the country office and track staff development and annual and RnR leave plans.
• Prepare monthly HR metrics and reports including leave, performance management and staff statistics.
• Organise and coordinate wellness sessions for staff when needed.

Administration

• Ensure staff are properly equipped with working resources including computers/ laptops, printers and adequately equipped offices as per project needs.
• Manage basic office administration functions and the focal point for all operational needs for efficient office operations.
• Asset Management –ensuring that the assets of the organisation are identified, listed and maintained ensuring adherence to IsraAID asset management policies.
• Ensure regular service and repair of all office equipment eg computers, printers etc.
• Maintain the organisation’s leases, contracts, and renewals, ensuring that all leases are legally drawn up and are in force or ended on a timely basis.
• Provide administrative support to meet the needs of the office.

Coordination with external partners

• Manage relationships with any relevant service providers relating to Human Resources, in Kenya.

Compliance & Ethics

• Promote and encourage a culture of compliance and ethics.
• As applicable to the position, maintains a clear understanding donor compliance and ethics standards and adheres to those standards. Conduct work with the highest level of integrity.
• Communicate these values to staff and to partners and require them to adhere to these values.
• Understanding of and commitment to the principles of non-discrimination, local ownership, sustainability, inclusiveness, local partnership, do-no-harm, and apolitical approach; codes of conduct against sexual exploitation and abuse; and against child exploitation and modern slavery
• Commitment to abide by IsraAID’s and UN’s codes of conducts and principles.
• Commitment to humanitarian principles.

REQUIRED EXPERIENCE AND TECHNICAL COMPETENCIES

Essential

• Bachelor’s degree in Human Resource Management, Management, Business Management or any relevant field of study.
• Minimum 3 years demonstrated working experience as an HR practitioner with demonstrated sound office administration management experience.
• Understanding of the relevant laws and statutory requirements.
• Fluency in English, both written and verbal.

Desired

• Previous experience working for INGO/NGO is an asset.
• Previous experience working in remote, complex and volatile contexts.

Specific skills and knowledge:

• Demonstrated experience and an understanding of Kenya’s Labour Law and all other statutory regulations.
• Strong analytical skills with the ability to identify and analyse situations and make conclusions and recommendations to resolve same.
• Ability to innovate, think critically and engage in creating problem solving.
• Capacity to manage and prioritise a high workload and multiple tasks with tight deadlines.
• Approachable, diplomatic and able to work effectively in a diverse, cross-cultural team in a complex, multi-site work environment.
• Good cultural awareness and sensitivity.
• Proficient in the use of MS Office, and HR systems/databases.