Latest Openings at Helen Keller International

Recruitment Support:

• Support in the recruitment processes and adhere to the recruitment policies and procedures
• Prepare recruitment materials including preparation of job adverts and posting based on the approved job descriptions, minutes of pre-selection and interview processes.
• Coordinate scheduling of interviews with the shortlisted applicants and interview panel.
• Carry out short listing, coordinate and participate in interviews.
• Plan and coordinate new employee orientation including preparing the onboarding schedule, employment forms, ensuring the work equipment/laptops are available to the staff on the reporting day.
• Maintains an active and organized data bank of applicants for various positions.

Filing

• Ensure employee files have the necessary documentation as per the personnel file check list.
• Ensure filing (electronically and hard copies) of recruitment files per positions advertised.
• Ensure filing of relevant HR documentation:
• Administration of the Health Benefits
• Assist to oversee the administration of the health benefits, Group Life/WIBA and pension program.
• Communicate timely addition of new hires and exiting staff with the insurance brokers.
• Support in the renewal process for the medical insurance and Group Life/WIBA.

Leave Management

• Maintain accurate leave records for input in Homere on a monthly basis and for purposes of leave planning.
• Supervision of HR Assistant/Associate.

Administrative Duties

• Support in planning and coordinating of staff retreats working closely with the procurement and logistics team.
• Plan for office events- office lunches, Christmas office functions
• Support in the preparation of work permit/permanent residency documentation and follow with the consultancy firms.
• Prepare invitation and visa letter as required for employees requiring international travel.
• Execute all other tasks as assigned by the Supervisor

Qualification, Competencies and Knowledge:

Qualifications

• Bachelor's degree in Human Resources Management or relevant degree. **
• At least 3 years’ experience in a HR generalist role.**

Competencies and Knowledge:

• Demonstrated ability to implement and manage all aspects of the HRM function in line with current practices and trends.
• Demonstrated ability to successfully coordinate activities with different departments and proven ability to work successfully in a team in a fast-paced environment.
• Integrity and friendly approachability.
• Able to maintain high level of confidentiality.
• Demonstrated ability to gain the trust and confidence of colleagues and to handle confidential matters discreetly and have experience in conflict resolution.
• Ability to competently assess priorities; manage a variety of complex activities simultaneously in a time-sensitive environment and meet competing deadlines.
• Must have demonstrated understanding of Kenya Labor laws, and other relevant laws.
• Strong organizational skills and attention to detail.
• Excellent oral and written communication skills in English.
• Demonstrated computer proficiencies, including Microsoft Office Suite, especially Word, Excel, PowerPoint, and database management.
• Excellent oral and written communication skills in English.
• Demonstrated computer proficiencies, including Microsoft Office Suite, especially Word, Excel, PowerPoint, and database management.

Terms and conditions

• One-year contract renewable

go to method of application »

Vehicle Management and logistics:

• Ensure routine check-up of the vehicles; this include but not limited to oil, brake function, water, lights & tire condition, windshield wipers, etc.
• Assists with vehicle repairs when they break down by taking them to the garage or for service if necessary, and ensure they are in satisfactory condition
• Ensure all vehicles have valid insurance stickers on the windscreen
• Maintain a vehicle management process and database that includes vehicle logs sheets, and tracks mileage, fuel consumption, maintenance/repair management and costs, for each vehicle.
• Ensure that all Helen Keller staff meet required driving standards prior to them being able to drive Helen Keller vehicles.
• Confirm availability of vehicle tools and equipment before, during and after work; this include and not limited to the spare tires, tools and first aid kits.
• Ensure safety of the vehicle by packing at the designated areas/secure place with all doors and windows locked, keys kept safely

Driving staff to various destinations as required:

• Ensure that all passengers are always on safety belts
• Must drive vehicles safely and comfortably and must exercise defensive driving while on the road to prevent accident.
• Reckless driving shall be sufficient ground for the driver’s recall and consequently be a cause of disciplinary action.
• He/she shall adhere to Safety and Security regulations/SOPs including ensuring COVID 19 prevention measures are adhered to by the passengers
• Drive staff to various destinations as per the schedule

Reporting

• Prepare and submit Monthly Vehicle performance reports
• Submit incidence reports promptly using standard templates
• Ensure all relevant vehicle documents/forms are duly filled e.g. incident forms, logbooks, transport waivers**

Messenger duties

• Collects and delivers mail at the Post Office, G4S and other offices
• Delivers letters and cheques to grantees, reviewers, suppliers/service providers when required and ensure delivery books are accurately filled
• Assists in packaging and loading supplies or project materials to various destinations
• Support the Operations department on routine logistics tasks and requested
• Assists in any other duties assigned by his or her supervisors

Qualifications

• Certificate of Good Conduct
• Clean and valid driving license and good track record
• Good command of the English language
• Have completed Secondary school education.
• Computer skills and knowledge is an added advantage
• Defensive driving training is an added advantage
• Prior experience working with NGO
• At least 4 years accident-free driving.
• Fitness to work certificate required.
• Driving experience within Nairobi will be an advantage

Competencies

• Courtesy, tact, patience
• Excellent Driving skills
• Attention to detail
• Ability to prioritize requests
• Flexibility to take on a variety of tasks
• Commitment to Helen Keller Intl mission and core values.

Terms and conditions

One-year contract renewable

go to method of application »

Overall Responsibility:

The overall purpose of this role is to support proper management of Helen Keller INTL supply chain functional activities. The Logistics Assistant will support effective management of procurement, Logistics, assets and organizational inventory.

Specific Duties and Responsibilities

Warehousing and Inventory Management

• Coordinate the receipt, storage and dispatch of program materials to the counties/field bases and keep accurate records for all supplies
• Ensure proper use of standard documents in receipt, dispatch, and inventory control
• Receives and Issues inventory/materials and track consumption of office supplies inventory log book/card
• Liaise with sub office teams and program staff to track supplies dispatched to the field and reconcile deliverables for project supplies
• Ensure periodic physical count for both Assets and inventory as per Helen Keller INTL policies
• Responsible for the review, verification, and reconciliation of shipping documents

Assets Management

• Ensure proper whole life asset management for Helen Keller INTL assets and update the asset system.
• Manage the asset register, assign asset to staff, monitor and document change in custodians and locations
• Plan the execution of physical asset count as per Helen Keller INTL policy
• Support in asset disposal process

Procurement

• Support the procurement of supplies and services
• Ensure the proper filing of procurement documents
• Present complete procurement documents for payment processing
• Collate periodic logistics reports and as required
• Prepare and draft Tender documents, according to the Procurement Scenario and as requested by the line manager.
• Perform any other duties as assigned from time to time, to ensure proper management of program operations.

Logistics and reporting

• Assist with facilities bookings, including air bookings, motor vehicles, and hotel services (accommodations and conferences), and facilitate payment for the services offered
• Assist in the management of Helen Keller INTL fleet, Prepare and check all documentation related for fleet management (fuel slips, logbook,), and assist in vehicle movement and scheduling drivers
• Assist them in consolidating periodic logistics reports as required.

Compound Management

• Support the management of Nairobi office compound and utilities
• Follow up on maintenance needs for the buildings.

Qualifications

• Bachelor’s degree in Supply chain management/ logistics, Business administration or related.
• Prior experience in Logistics, Procurement, warehousing, or Supply Chain Management.
• Knowledge and experience of the humanitarian sector would be an asset.
• Strong numeric skills and attention to detail and quality
• Minimum of three years’ experience in a similar position preferably in International NGO
• Knowledge of computer applications such as Microsoft Office Suite.
• Membership to professional bodies, KISM or CIPS is an advantage

Required Skills and competencies

• Ability to work independently and take initiative
• Excellent communication, interpersonal and organizational skills
• Ability to work in a team-oriented environment while maintaining an individual workload
• Logical and flexible approach to solving problems, especially when working under pressure
• Monitoring/assessing performance to make improvements or take corrective action

Terms and conditions

• One-year contract renewable