Human Resources and Admin Officer at Food for the Hungry (FH Kenya)

Job Summary

To provide HR and Administrative s support to the field locations of FH Kenya in the execution of HR policies, programs, and Admin related activities. To supervise the execution of Admin and human resource services including the administration of HR practices. The position supervises between 1-3 staff.

Principal responsibilities

Key Result #1 – Supervision of execution of HR policies, procedures and programs

1. Supervise a team of Administration staff, allocate tasks, monitor quality and progress of activities, provide coaching and feedback to team members, including regular performance reviews.
2. Advise field management regarding the execution of HR policies and the interpretation of rules, staffing and related personnel problems.
3. Assist the HRM in training of staff on safeguarding matters, compliance and reporting,
4. Responsible for the monitoring and tracking of staff trainings to include FH Foundations Trainings for new staff as well as refresher trainings for ongoing staff.
5. Check expenditures with admin budgets and approves expenditures independently with a maximum of Kshs. 50,000.00 at a time.

Key result #2 – Managing the recruitment and onboarding process

Coordinate – in liaison with the HR team - the recruitment process from A to Z, from formulating job advertisements to arranging interviews.

1. Coordinate in recruitment of staff, ensuring vacancies are advertised appropriately with clearly stated Job Description
2. Confirm and affirm that due process has been followed in every Employee Resourcing process.
3. Ensure that advertised vacancies have been longlisted/ shortlisted and the list forwarded to the HR& Admin Manager.
4. Ascertain accuracy and completeness of the staff information and records: National ID/ Passport, Advert, Job description, Recruitment sheets, CV’s etc
5. Support the staff onboarding process
6. Prepare contracts and all other statutory documents for newly hired staff, temporary staff and volunteers.

Key Result #3– Handling administrative activities/HR records

1. Assist in overseeing general administrative duties e.g office cleanliness, office purchases etc.
2. Manage archiving of HR records of all separating staff and maintain a register for the same by facilitating effective staff clearance, documentation and release from the organization.
3. Responsible for the E-Filing of HR documents to include and not limited to staff files, recruitment documents, etc.
4. Maintaining staff leave schedules for all field offices and submitting the same to the HRM monthly.
5. Responsible for compiling the leave reports including maternity, sickness, annual and paternity as well as educate staff on the various leaves provided in the HR Policy Handbook Manual

Key result # 4– Executing reception and administrative duties

1. Establish and run the Marsabit central front office, ensure visitors are well received and directed to the appropriate persons, answer telephone calls, route calls and take messages.
2. In liaison with the Logistics Officer, ensure timely payment of bills of all leased property, utilities, telephones, courier services taxis etc.
3. Coordinate requisition and oversee maintenance of adequate supply of all stationery and other office items.
4. Establish and maintain area program offices asset register and monitor servicing of office machines, then report to the supervisor if servicing or repair is required.
5. Ensure that office and office equipment are clean, and that staff are provided with refreshments
6. Provide administrative support to other area programs in Marsabit/Isiolo as needed

Job Level Specifications

• Vibrant personal relationship with Jesus Christ
• Excellent interpersonal relationship
• Excellent communications skills – both oral and written
• Highly motivated, self starter able to work on own initiative in difficult conditions.
• Ability to write well organized reports and other official correspondences.
• Ability to train others
• Excellent report writing skills.
• Proficiency in computer skills is a must \Proficiency in spoken and written English and Kiswahili.

Education and Experience

• Bachelor's degree (B. A.) in Human Resource Management or a related field
• A higher diploma in Human Resource Management/Admin and at least four years of working experience in HR/Admin within an NGO.