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  • Posted: Feb 5, 2021
    Deadline: Feb 21, 2021
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  • Médecins sans frontières (MSF) or Doctors Without Borders, is an international humanitarian-aid non-governmental organization (NGO) and Nobel Peace Prize laureate, best known for its projects in war-torn regions and developing countries facing endemic diseases.
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    Human Resource and Admin Manager

    MSF Eastern Africa is the regional institutional office for MSF in East Africa. The office focuses on  representation and networking, including with humanitarian organisations and authorities, recruiting and supporting staff from the region, communications and fundraising, as well as on other dossiers of importance to MSF such as Diversity, Equality and Inclusion (DEI), mutualization, trainings, medical operational support and environmental health.

    You can learn more about MSF here 

    The Scope and mandate of EAS HR in the section office will be to support and manage staff recruited from the region, while the (instutional) office provide representation and contribution to global HR issues/topics and positioning as a strategic partner to Operations, other platforms and actor’s within the movement.

    General objective of the position:

    The Human Resources Manager (HRM) reports to the Head of HR & Administration (HoHR) of the MSF EAS.

    He/she is responsible for ensuring that the Office HR & Administration of the section meet’s the MSF EAS HR standards.

    The HRM will be responsible for implementation of HR & Administrative policies of the office, ensure proper staff administration within the Kenyan Legal frame while observing and adhering to other global standards and requirements for staff management as an institutional office, through active link with other MSF offices (locally/international).

    The HRM is also responsible for ensuring that HR policies and procedures are communicated and implemented in a consistent, fair and transparent basis and provide advice/feedback and inputs relating to HR issues to the HoHR.

    The HRM will support the recruitment of MSF EAS office staff, induction and orientation of the staff, support in coordination of training and development, implementation of the internship programme and assists Unit Heads, supervisors and other staff with methodologies related to career planning, performance management and employee relations.  

    He/she will supervise and manage the HR/Admin office team in the office.

    Key Tasks and responsibilities 

    HR Planning, Management, Reporting and Communication

    • Participate in the HR annual plan and give inputs to the Head of HR in development of the HR unit in line with the HR strategy.
    • Implement actions/decision of the Action Plan and ensure proper accountability on HR/Admin unit/team. 
    • Support the EAS transition plan under the direction of the HoHR.
    • Implement all HR policies of the office and ensure proper communication on the same.
    • Provide inputs on new and existing HR Policies and guidelines for review by the HoHR.
    • Participate in office meetings, where needed coordinate/organise specific HR topics for information/communication to staff.
    • Supervise the HR/Admin assistant, train and support the Office HR team on HR system, tools and processes.
    • Implement the Performance management system (PMS) and development of Key Performance Indicators for the staff under his supervision, while providing guidance to the office staff on the PMS.
    • As the primary focal point on office HR, link with all offices (KE and International) on all aspects of staff contracting and administration, and ensure all contracts comply with the requirements of the office and Lega frames (Kenyan staff, non-Kenyan staff, Hosted positions).
    • Act as ‘Account & process Owner’ (technical manager) of the office HRIS.
    • Provide the HoHR & management with relevant reports on staff data and indicators, and ensure proper follow up for staff in the HRIS; includes but not limited to leave/absence management, sick/medical leave,
    • Provide strategic support to supervisors or any other staff regarding HR policies and procedures, including grievances, disciplinary matters and other HR-related issues, within the legal framework of the EAS.
    • Support in conducting/facilitating exit interviews for staff prior to their departure and giving feedback to the relevant Unit Head.
    • Informs HoHR in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it. Follows up employees’ claims and keeps HoHR informed at any time.
    • Support the HoHR with any global HR initiatives for the office.

     Recruitment and Orientation

    • Participate in the (annual) planning of recruitment, together with the relevant department’s.
    • Ensure that every position has updated job profiles.
    • Support in drafting adverts for vacancies within the organisation and distribute through approved channels.
    • Coordinate the Office recruitment process at MSF EAS and serve on the panel for HR consideration/input.
    • Lead the recruitment and enrolment of interns through the application of the Intern Policy.
    • Develop and implement orientation and evaluation sessions for interns.
    • Assist in the review of Job profiles for Scoring of positions according to Hay methodology for professional and senior level positions for final review/validation by the HoHR.
    • Support in the development and implementation of guideline/frame for HR Orientation/induction for all new staff and ensuring that all staff are aware of HR policies and procedures.

    Administration 

    • Review the monthly office Payroll and ensure proper management and application of the Legal and EAS employment frame on remuneration and rewards for all category of staff.
    • Responsible for HR & staff audits. 
    • Manage and implement the Staff Health policy application for office staff; including Medical Insurance contracts, MEDEVAC procedures, and statutory obligations as required by Law and Health guidelines/policy (including Group Personal accident, 3rd party Liability, other).
    • Responsible for Administrative contracts and ensuring that Legal considerations are considered/applied to mitigate risks.
    • Advice HoHR and management on administrative considerations for the office, staff and any risks or liability that may arise.
    • As a member of the Occupational safety and Health Committee (OSH) and HR representative in the committee, ensure all safety and health issues are considered for staff and reflected in policies.
    • Ensure that Global Data Protection Regulation (GDPR) and Protection of Personal Information Act is applied in all HR & administrative policies & processes of the Office, in compliance with local and international requirements.
    • Ensure an efficient filing system (physical and electronic files) of all administrative files, granting strict confidentiality of employees’ personal files and other administrative private documents upon request of HoHR.

    Selection Criteria

    Education and Experience

    • Bachelor’s Degree in HR, Administration and related studies.
    • Working experience of at least two years in HR/administration, with proven experience in people management.
    • Applied knowledge of HRIS tools and processes.
    • MSF experience is an added advantage.

    Competencies

    • Commitment to MSF’s Principles
    • Cross-cultural Awareness
    • Behavioural Flexibility
    • Stress Management
    • Analytical Thinking
    • Results and Quality Orientation
    • Service Orientation
    • Planning and Organising
    • People management and development
    • Teamwork and Cooperation

    Other

    • Motivation for working in humanitarian sector.
    • Knowleadgable on issues of Diversity, Equity & Inclusion.
    • Flexible to adjust work hours when required.

    Working Conditions 

    • Position based in Eastern Africa Section (EAS) office
    • Full time job.
    • Duration of contract: 24 month/2 years.
    • Annual gross salary of KES 2,974,272 divided into twelve monthly payments + Secondary benefits based on EAS Reward Policy.
    • Starting date: ASAP.  

    go to method of application »

    Finance Assistant

    MSF Eastern Africa 

    MSF Eastern Africa is the regional institutional office for MSF in East Africa. The office focuses on representation and networking, including with humanitarian organisations and authorities, recruiting and supporting staff from the region, communications and fundraising, as well as on other dossiers of importance to MSF such as Diversity, Equality and Inclusion (DEI), mutualization, trainings, medical operational support and environmental health.< /p>

    You can learn more about MSF here

    General objective of the position:

    The position of the finance assistant is meant to facilitate the smooth running of MSF activities and support the accounting manager in specific tasks/duties of MSF Eastern Africa. 
    This position will support the Finance unit during the period of transition/changeover for the SAP-Finance project which starts in 2021, the new system to be fully implemented on January 2022 and thereafter.

    Overall responsibilities

    • Follow MSF EAS standards rules and procedure in finance.
    • To assist the Finance manager in daily finance and accountancy related tasks.
    • To keep confidential all information, records and documents that come in his/her possession.

    Tasks and responsibilities

    Book keeping

    • Control all supplier invoices (quality and accuracy). Checking procurement procedures are followed (requisition forms, quotations, purchase orders and invoices systematically signed by authorized persons) and following up with the responsible staff on additional information required.
    • Specifically control phone and taxi invoice, check compliance with policies in force, liase with staff for information required and report to Accounting Manager for further action.
    • Recording, preparation and revision of cash/bank journals in Integrated accounting Software
    • Ensure proper physical presentation of receipts on heading paper and description filing.
    • Ensure numbers generated by Integrated accounting Software are recorded on hardcopies
    • Filing and archiving accounting documents.
    • Do photocopying and scanning of financial documents and attaching them to the movement in the integrated accounting software
    • Help in retrieving the documents when required and during the financial audit.
    • Assist in filing the same after the audit.

    Payments

    1. Carry out payments from the petty cash box, Mpesa and Bank and recording of the same.
    2. Upload bank payments.

    Monthly closure

    1. Verification and reconciliation of physical documents and input on SAP.
    2. Undertake accounting records for bank information in SAP and monthly bank reconciliations.

    Account Payable/ Receivables

    1. Assist in the reconciliation of payments to external parties, in collaboration with the staff responsible for various issues (vendors/suppliers – IT manager, Admin assistant, Operations assistant, Driver/purchaser).
    2. Clearing of accounts payables / receivables during monthly closures.
    3. Recording of VAT in the Ledger, filling for exemption and tracking the same with RPO, issuing letters/follow up with suppliers for refunds.

    Asset Recording and tracking.

    1. Asset tracking from delivery to issue.
    2. Record movement into the ERP
    3. Close collaboration with ICT manager for movements.

    Other

    1. Assist with project’s initiated by the department.
    2. Assist with any other task assigned to her/him. This job description describes main tasks but is not exhaustive, other tasks may be assigned within the scope of the position.

    Education and Experience

    • Desired: Relevant Degree in Finance/accounting from a recognized university and/or (minimum) accounting qualification – CPA II
    • Minimum of 2 years’ experience in accounting/finance/audit, preferable with INGO experience. Experience with MSF will be an added advantage.
    • Adequate working experience with SAP (preferred), or any other accounting software (Quickbooks/SAGE/Other).
    • Knowledgeable of and interested in the international humanitarian context
    • Good Excel knowledge.

    Competencies

    • Commitment to MSF’s Principles
    • Flexibility
    • Stress Management
    • Cross-cultural Awareness
    • Analytical Thinking
    • Results and Quality Orientation
    • Service Orientation
    • Planning and Organising
    • Teamwork and Cooperation
    • Initiative and Innovation

    Working Conditions

    • Position based in Eastern Africa Section (EAS) office
    • Full time job.
    • Duration of contract: 12 months.
    • Annual gross salary of KES 1,937,672 divided into twelve monthly payments + Secondary benefits based on EAS Reward Policy.
    • Starting date: ASAP. 

    Method of Application

    Use the link(s) below to apply on company website.

     

    Note: Never pay for any training, certificate, assessment, or testing to the recruiter.

  • Send your application

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