Founded in 1945, CARE is a leading humanitarian and development organization fighting global poverty. CARE places special focus on working alongside women and girls because, equipped with the proper resources, they have the power to lift whole families and entire communities out of poverty. CARE commenced its humanitarian programme in Kenya in 1968. Since then we have built a substantial development and humanitarian program including refugee operations, emergency response, livelihoods, food security, climate change adaption, sexual reproductive and maternal health, women and girls’ economic empowerment, and youth employability.

JOB SUMMARY & PURPOSE
Reporting to the Human Resources Manager, the Human Resources and Administration Assistant will be responsible for the implementation of HR and administrative support duties which shall include administration of the medical scheme, employee documentation and filing, immigration matters and office equipment, conferencing and events amongst other duties.

TASKS AND RESPONSIBILITIES:

R1:  Medical & other Employee Insurance
• Liaise with insurance companies on staff insurance matters and notify employees on their medical insurance status and coverage.
• Guide staff on insurance cover rules, regulations and claims procedures.
• Ensure all staff and dependents have medical cards.
• Advise the provider on all complaints or concerns received by members.
• Ensure all claims are followed up with the provider and reimbursement are released to the members.

R2:  Office equipment and supplies
• Keep a running inventory of Office supplies and ensure re-stocking when levels demand.
• Draw PRs and submit for approval for office supplies and equipment in liaison with supervisor.
• Advise supervisor on need for replacement of departmental equipment and repairs of equipment and office furniture.

R3: Immigration & Work Permits
• Follow up with immigration department and NGO Board for visas, work permits, dependent’s passes and other documentation for international staff.
• Responsible for submission of applications to NGO Board and Principal Immigration Officer for Entry/Work Permits.
• Ensure correct Classes of Entry/Work Permits are applied for on behalf of prospective employees.
• Confirm that non Kenyan Citizens working or interning for CARE have a Valid Entry/Work Permit or an Exemption Certificate issued by the Department of Immigration.

R4:  Records management and filing
• Ensure employee records are complete, up to date, filed and kept confidential and under lock and key.
• Ensure the completion of required employee HR documentation as per Chapter 7 of the Human Resources policy for all new and existing staff.
• Archive all files not in use as per policy.
• Maintain effective, uniform and updated proper filing system for the executive office.
• Review the monthly leave reports in the HRIS and flag any unusual cases for the attention of the HR Manager. 

R5:  Staff Identification cards
• Ensure all employees have appropriate CARE identity cards, Flying doctors cards, and ID numbers are provided to staff upon employment. 
• Also, ensure that appropriate cards and other documentation are surrendered by those who sever relations with CARE before clearance by HR.

 R6: Office support and Administrative duties.
• Oversee travel arrangements for executive offices, international staff and official visitors to and from CARE Kenya
• Prepare procurement requests and monitor progress ensuring timely delivery of supplies and services (travel services, office supplies, equipment) for the executive office.
• Maintain a review of PMF on the P-Drive and referring back to sectors where files are not updated
• Handle both international and local mail pouch for Nairobi office.

R7: Conferencing and Events
• Make arrangements for all administrative and logistical aspects of conferences, meetings and other events organized by the executive office while taking into consideration proper organization and cost effectiveness.
• In liaison with procurement, select hotel and catering facilities for conferences and events
• Prepare and send out communication to participants providing them with accurate and up-to-date information on logistics and other administrative aspects of events/conferences
• Ensure proper and accurate travel arrangements and arrange for airport transfers as and when necessary

AUTHORITY:
1. Spending Authority: N/A
2. Supervision: N/A
3. Decision Making: Makes normal decisions needed to achieve prescribed results and applies established work methods and procedures. Questionable matters are discussed with supervisor. 

CONTACTS/KEY RELATIONSHIPS (internal & external):
• Insurance companies & Broker, Immigration department, Medical provider and broker, ID card supplier.
• Visitors to CARE Executive office, Partners, Hotels, Government offices.

WORKING CONDITIONS:
Position is located in Nairobi with 5% filed travel.

1. Education:  
• Bachelors Degree in Social sciences from a recognized Institution.
• Diploma in HRM or Office Management from a recognized institution.
• CHRP Certification or proof of ongoing attendance.
2. Experience: 2 years’ experience in a busy HR and Admin environment.
3. Competencies: Excellent computer Literacy in Microsoft office suit. Able to  
Complete assigned tasks with minimal supervision. Team Player. Confidentiality.

Deadline: 6th July, 2019.
Only short listed candidates will be contacted
Qualified female candidates highly encouraged to apply.
CARE is an equal opportunity employer and promotes gender equity. Canvassing will lead to automatic disqualification. CARE has a commitment to gender, equity and diversity in our workplace and operations. CARE respects and values diversity and does not discriminate on the basis of race, sex, gender identity, sexuality, ethnicity, age, disability, religion or politics.