Jobs at Stratostaff

Profile Introduction            

Our client a Multinational Technology company that specializes in Internet-related
Services and products seek to bring on board an Administrative Business Partner III who will be responsible for providing administrative support for the Kenyan Office.

Overall Responsibilities

• Perform an extensive array of advanced administrative tasks (including but not limited to strategically managing calendars, booking travel, and scheduling facilities or equipment)
• Be a champion and role model of client’s culture by helping to develop and cultivate excitement, positivity and productivity in the organization
• Serve as a lead for and manager of medium to large-scale projects, including virtual and live event planning / project management
• Establish exemplary trust with senior leaders and partners; make decisions on behalf of partners using excellent judgment, confidentiality and discretion when evaluating complex circumstances
• Build efficiency and effective responsiveness into existing operations, and help define new operational strategies

Daily responsibilities

• Core Administrative work, scheduling, calendar management, travel arrangements, etc
• Nairobi Site Responsibilities 
• Project management

Minimum Qualifications

• BA/BS degree or equivalent practical experience.
• 3+ years of direct executive support experience or transferrable experience.
• 3+ years of administrative experience supporting executive-level management in a corporate environment, and managing small-scale projects and events from pre-planning to execution.
• Experience serving as a project lead from conception to completion.
• Ability to quickly learn new tools and technologies; Interest and experience in using technology and the Internet to improve work efficiency.
• Comprehensive knowledge of process, project and program management theory and practices and the ability to apply them when solving operational issues.
• Expectation of complete confidentiality on all business matters.
• Ability to effectively communicate and collaborate with a diverse range of people and job functions
• Rapid response to changing circumstances and priorities.
• Willingness to learn new things and step outside comfort-zone.
• Strong communication skills, written and verbal.

Non- Essential Skills/Qualifications

• Strategic Thinking
• Project Management
• Presentation Decks
• Navigating Ambiguity
• Emotional Intelligence

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Key Areas of Responsibility

Human Resource Planning

• Ensure all positions advertised have a duly signed and approved requisition.
• Prepare job adverts for posting on all advertising mediums as approved by HHR/HRM- Operations.
• Manage selection, and interviewing in a timely manner.
• Manage all incoming Resumes (soft & hard copies): sorting and reviewing resumes as they arrive on a daily basis.
• Prepare primary source verification letters for academic credentials, licenses, and registration certificates.
• Prepare reference check letters to previous employers and two other professional referees.
• Work with HODs to ensure that they prepare job descriptions and obtain signoff from their relevant SLT representatives.
• Work with relevant HODs to ensure they develop and review staffing plans by first quarter of every year in readiness for budget discussions.

Employment contractual management

• Monitor employment contracts, expiry, renewal, and issuance.

Organizational design - Job descriptions

• Reviewing and upgrading job descriptions to ensure every employee role is clearly defined to support the hospital services.

Staff on boarding process

• Participate in the on boarding process of newly recruited staff to ensure the settle down on time.

Probation Management

• Ensure effective management of probation policy.

Licensure

• Monitor license expiry, renewal and issuance for all licensed employees and provide notifications to HODs as and when these falls due.

Disciplinary management

• Prepare and conduct disciplinary hearings in accordance with Kenya Labour laws, Fair Administration Act and Constitution of Kenya.

HR Metrics and Analytics

• Timely submission of HR data as required specifically HR-Key Performance Indicators and clinical governance report, Monthly report, among others. 
• Maintain the Staff Qualification and Education compliance schedule.

HR Administration

• Participate in delivery of internal and external correspondences, reports, arranging meetings, documents, filing electronic and hard copy and tracking deadlines and participating in other corporate projects.
• Responsible for ensuring the procurement of staff corporate wear and staff ID Badges. 
• Participate in policy formulation and development.

Management of expatriate staff

• Coordinate employment of expatriate staff and ensure they are in possession of the relevant permits, passes and visas as provided in the law.
• Liaise with AKDN-Nairobi.
• Liaise with Immigration Department.

HRMIS and employee records management

• Monthly update of employee information in PeopleSoft in terms of new hires, terminations, transfers, changes in remuneration each month.
• Analyze statistical data and reports to identify and determine causes of staff issues and develop recommendations for improvement of organization's personnel policies and practices.

Employees welfare and benefits

• Monitor employee retirements, issue necessary notices and promptly process their terminal dues Administer staff leave.
• Ensure all employee exiting the Hospital have duly completed clearance process and paid their terminal dues on time.

Quality management

• Comply with labour laws, statutory requirements and AHKSK policies and procedures.
• Comply with JCIA and SAFE CARE Standards for measurable elements in Staff Qualification and Education and Human Resource Management.

Cost Management

• Ensure compliance with the budgeted employee Head count.
• Constant analysis and review of locum/overtime utilization is all business units.
• Ensure any procurement of HR supplies are channelled through MMD.
• Ensure that new vendors are vetted and approved by MMD.

Customer service

• Deliver value in Human Resource services.
• Ensure timely response and support to queries raised.

MINIMUM REQUIREMENTS:

• Bachelor’s degree in Human Resource Management /Organizational Development or equivalent.
• Post Graduate Diploma in HRM.
• Over four (4) years’ relevant work experience. 
• Member of a recognized professional HR body.

PERSONAL ATTRIBUTES

• Knowledge of recruitment process.
• Able to present information in forms, tables, and spreadsheets.
• Should be an effectual communicator verbally as well as through writing skills.
• Should be committed to diversity and equality culture.
• Ability to operate under immense pressure with tight deadlines.
• Ability to work under minimal supervision.
• Proficiency in Microsoft office suite.
• Able to exhibit a high level of confidentiality.
• Excellent organizational and interpersonal skills.
• Must be able to identify and resolve problems in a timely manner.
• Must be able to gather and analyse information skilfully.
• Able to deliver effective results, meet tight deadlines and targets.
• Has a good understanding of labour laws.