Our client is a nonprofit international development organization that works on the ground in more than 30 countries to improve the lives of those who are poor and marginalized. They strive for a world where all people exercise their voice, build their own solutions and take ownership of their future. They are looking to fill the position of a HR & Admin manager who is able to serve the same purpose with vast experience working for an NGO.

I Job Purpose

The position will be based in Nairobi and will ensure the overall delivery of quality services to staff as regards to personnel administration, including maintaining a thorough knowledge of the companies personnel policies and ensuring employee adherence to such policies.

The position will also be responsible for coordinating the procurement and logistics processes for the organization to ensure timeliness, cost effectiveness, efficiency in the process and effective management of goods and services.

II Duties and Responsibilities

The main roles and responsibilities of the HR Manager will include but not be limited to the following:

Recruitment and Staff Development

• Manage all staff recruitment processes including, position posting, advertising, short-listing and selection, background checks, hiring

• Organize and conduct induction training sessions for all new employees well as management of staff exits
• Responsible for continuous staff training and development plans i.e. assessing staff training needs and schedule trainings in coordination with staff supervisors and work activities.
• Organize and monitor external training organizations for specialized training programs
• Oversee and coordinate the performance evaluation process

Employee Benefits Administration

• Manage employee benefit plans/programs e.g. Pension schemes, Staff Medical schemes, Group Life schemes, Group Personal Accidents schemes, etc.
• Manage all insurance schemes’ benefits contracts and assure high quality coverage for all staff.
• Salary and benefits administration, including; management of all statutory deductions and act as the focal point for any issues arising
• Maintain up to date records of all employee benefits
• Administer the organizations pay policy and ensure it reflects market best practices

Employee Services

• Coordinate staff welfare activities including periodic teambuilding events
• Responsible for confidential management of employee and personnel records
• Maintain staff time sheets and leave records
• Manage contract end dates and ensure staff appraisal is completed for contract renewal
• Prepare and manage consultants agreements
• Responsible for employee guidance and counseling as and when required
• Provide useful and accurate staff data for job evaluation process and reward models
• Manage the disciplinary processes in concert with relevant manager and in accordance with the set guidelines
• Manage Human Resources Information System to ensure accurate and timely availability of information and management reports

Facilitate review of HR Policies and practices

• Implement operational policies, which are consistent with good practices, and conform to national and regional legislation as well as Kenya Statutory requirements. Policies to include but not limited to: human resource policy, staff development, salary and job grading practices,
• Participate in organizational policy review process and making recommendations as appropriate
• Ensuring Pact Kenya is in compliance with all labor laws, and minimize legal exposure

General Support services

• Work as a team member, seeking solutions and sharing successes.
• Represents the interest of Pact Kenya to various internal and external parties providing information and expertise relating to HR and Administration issues
• Maintain and keep track of consultancy contracts

Procurement and Logistics

• Undertake periodic review and make recommendations on changes/improvements on the procurement policy.
• Maintain an approved list of contractors and vendor database.
• Undertake effective sourcing of goods and services; compare prices, specifications, and delivery dates in order to determine the best bid among potential suppliers.
• Receive requisitions and register them in the requisition register.
• Draft and obtain quotations/or open tenders where necessary and coordinate the bid selection and award process.
• As Secretary to the procurement review committee, ensure minutes of the meetings are documented and signed by members present within 3 working days after meeting is done.
• Prepare purchase orders and contract documents and ensure they are managed in appropriate manner.
• Negotiate supply contracts to secure best value on procurement, formulate supply contracts, and undertake verification of deliveries against purchase orders to ensure compliance in all aspects.
• Track status of requisitions, contracts, and orders and ensure deliveries are done on time; and resolve any issues such as variations on specifications, shortages, missed or late deliveries etc.
• Ensure that all goods received are properly recorded and stored.
• Maintain a system for monitoring performance of suppliers.
• Verify invoices related to procurement of goods and services for processing/payment.
• Ensure proper support documentation of invoices before handing over to finance for payments.
• Maintain an up-to-date and systematic filing system for procurement documents.
• Keep abreast with and keep management informed on government rules affecting purchases and procurement.
• Support project and organisational reporting functions as relevant.
• Participate and lead in progress reviews and reporting as required.
• Perform any other duties that may be assigned from time to time by the management.

III Skills and Qualifications

• A Bachelor’s degree in Social sciences, Business Management, Administration or Human Resource management
• A Postgraduate diploma or higher diploma in Human Resource Management
• A Master’s degree in Human Resources Management will be an added advantage

• At least 7 years’ experience in Human Resources.
• At least 5 years’ experience in Human Resources Management in a complex work environment preferably in the NGO sector and 3 years in Admin, Procurement and Logistics

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Excellent computer skills and experience working with payroll systems

IV Competencies

• Excellent communication and Interpersonal skills.
• Proficient in computer applications
• Conversant with donor rules and regulations.
• Good negotiation skills with business acumen are essential.
• Ability to effectively respond to daily changing priorities, with good problem solving skills.
• Mature proactive person with initiative and drive with high level of integrity.
• Ability to observe deadlines and achieve results
• Should be a team player
• Good planning and organizational skills
• Positive change manager and result-oriented personality

Candidates who currently stay in Nairobi are encouraged to apply as interviews will be held in Nairobi.  

Deadline: 30th Sep 2016

We are located on 4th floor, Kipro centre in Westlands, Nairobi