Kenya HR Office Admin and HSE Officer at ENGIE

Job Purpose/Mission

The HR Office Administrator and HSE Officer provides support services to all ENGIE ENERGY ACCESS Kenya departments to facilitate a smooth office routine. They assist the management team, HSE risk audits, mitigation and reporting, support community building, carry out office-related administrative and maintenance tasks, and ensure reliable travel and visitor management.

Responsibilities

Office Admin/HSE Responsibilities

• Keep office equipment and facilities maintained (e.g., ensures availability of office supplies, monitors operating costs) making orders where necessary.
• Coordination of Maintenance works within EEA Kenya offices.
• Car Hires for internal and global EEA colleagues.
• Organize and support contracted service providers and support staff (e.g., cleaner)
• Support HR with employee administration (ordering of business cards, distribute mail, manage keys, etc.)
• Responsible for post office management box and channel the letters to the required departments.
• Oversee and supervise the cleaning staff. Ensuring general cleaning is done once per month as per the observed standards.
• Ensure Office permits and Licenses are up to date with timely renewal.
• Ensure all Office, shops and stock points contracts are up to date and well stored.
• Attend to queries and referring emails, calls or visitors to the appropriate department/person & Acts as single point of contact (SPOC) for external visitors
• Plan and coordinate travel and program for internal and external stakeholders (Travel Management)
• Office Management- planning and reorganizing the office to ensure it accommodates and fulfill the needs of the employees in the Office.
• Preparation and maintenance of records, official correspondence, and filing.
• Overseeing and handling petty cash. Ensuring that reconciliation of petty cash is submitted on a timely basis to Finance department.
• Sourcing and negotiating with necessary office services providers with consultation of the Procurement and fleet coordinator.
• Raising requests through the SAP system for all purchases and requests.
• Support the overall business programs as shall be instructed.

HSE ResponsibilitiesKnowledge And Skills

Experience:Qualifications:Language(s):Technology:

• Ensure operations done at entities follow HSE policies, practices, and standards in all aspects
• Conduct HSE sites visits and inspect the sites including equipment, structures, and work in progress to detect, eliminate and control hazards.
• Participate in safety planning and scheduling meetings.
• Investigate and report certain hazards, risks, injuries, diseases and other threatened occurrences to the appropriate health and safety to the management and make recommendations to eliminate the future occurrences.
• Conduct risk assessments of tasks relevant to the activities in Kenya.
• Ensure that appropriate control measures are implemented to mitigate identified hazards.
• Encourage the clients, local operators, contractors and third parties to observe health, safety, and security issues
• Organize, Train, and coordinate team about First Aid, Security, Fire protection, working at height, electrical installations, commissioning, lock out tag out, driving etc. and other HSE programs
• Ensure that appropriate safety and warning signs are provided and maintained.
• Provide adequate First Aid facilities.
• Inspect all fire safety precautions such as exit doors, routes, and extinguishers.
• Make arrangements for defective repair or replacement with the help of procurement and logistic personnel.
• To ensure that any company-owned or rented vehicles are maintained in safe condition, inspected, and serviced within the criteria provided by the manufacturer
• To ensure that the project team is orientated relating to safety concerns prior to work being started.
• To direct the development and implementation of accident prevention, hazard control and environmental protection procedures and practices including methods for employee training, objective enforcement of established rules and procedures and the safe handling, storage, and disposal of hazardous materials.
• To direct and monitor all subcontractors to ensure that they are in compliance with HSE, and safety meetings are conducted with the employees.
• To ensure that the everyone report all accidents/ incidents.
• To record all the HSE and property losses information.
• To assist in the planning and presentation of HSE training materials.
• Minimum of 2 years working experience in Office Management and Administration.
• Experience in HSE activities and audits.
• Very strong communication, organization, and interpersonal skills.
• Assertiveness, reliable, stress resistance and Flexibility are highly needed attributes.
• High level of maturity, integrity, and discretion 
• Experience managing employee data: ensuring data accuracy and confidentiality
• Proven track record of successfully managing projects in a fast moving, complex, and detail oriented environment.
• Highly effective communication and training skills (both verbal and written)
• Committed to providing excellent customer service to our internal customers
• Derives a high level of satisfaction from being highly responsive and timely in dealing with individual issues
• Bachelor's Degree in Administration, Human Resource, Project Management, or any other related field.
• English fluency (writing, speaking and reading)
• French fluency (writing, speaking and reading)
• Experience in SAP or other HR technology