PA / HR & Administration Officer Job in Nairobi Kenya

Practical Action – Eastern Africa Regional Office
Practical Action is an international non - governmental organization that uses technology to challenge poverty in developing countries. 

We are seeking to fill the position of PA / HR & Administration Officer to be based in our Nairobi Office.

Position title: 
PA / HR & Administration Officer
Reports to: Regional Director 

Job Summary: The position is responsible for the effective coordination and support of the various Human Resources and Administration functions which include recruitment, staffing, training and development, performance monitoring, administration support, employee welfare, workplace health & safety, and employee counseling etc in accordance with established policies and procedures and applicable labour laws and also provide Executive Assistant (PA support) to the Regional Director – Eastern Africa Regional Office. 

PA/HRO will also work closely with Head of HR UK to ensure implementation of HR Projects and initiatives – in talent management, staff surveys, remuneration etc.

Duties & Responsibilities
Executive Support to the Regional Director:
  • Complete a broad variety of administrative tasks for the Regional Director , including but not limited to: managing an extremely active calendar of meetings and calls; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and preparing materials for events and meetings.
  • Work closely and effectively with the Regional Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately and keeping the Regional Director updated.
  • Take the lead on executing all action items from Regional Management Team meetings for which the Regional Director is accountable.
  • Provide secretarial or executive services for Board and other executive Committees as requested.
HR Policies & Procedures
  • Ensure that all employment practices, compensation, employee benefits, and human resources activities are within established standards, procedures, guidelines, and policies of Practical Action Eastern Africa and local labour laws.
  • Maintain contact with the labour industry, other organizations and government departments to keep abreast and updated on developments that are relevant to the human resources processes within the organization.
  • Facilitate periodic review and update of Human Resources policies and procedures in line with changes in the regulatory and labour environment and organisational requirements.
  • Ensure that all staff are made aware of and comply with HR policies and procedures.
  • Coordinate the performance management process to ensure that it is completed in a timely and effective manner and is linked to staff training & development plans.
  • Manage the Leave Tracking Database and procedures for leave scheduling & approval
  • Ensure that all personnel files are complete and up-to-date and kept in a confidential manner.
  • Maintain staff lists and organagrams and update /circulate them as required.
  • Manage the process of staff appointments, which includes issuance, renewal, amendment and termination of contracts.
  • Liaise with Finance Department on the preparation of payroll and processing of staff benefits.
Recruitment & Induction
  • Facilitate the staff recruitment and selection process in coordination with management.
  • Carry out reference checks and verification of salary history, etc. for new hires.
  • Prepare all Offer Letters, Appointment Letters, Job Descriptions and other required documentation for new hires (NSSF, NIH, dependant forms, ID cards, etc.)
  • Develop and implement a standardised Induction Programme for the regional office and follow up with relevant staff to ensure that all new hires receive a comprehensive and timely induction.
Staff Training, Development and Welfare
  • Coordinate staff training and development programmes, including analysis of training needs, evaluation of training, feedback to management, and coordination of special programmes.
  • Ensure that the regional office maintains good employee relations through well managed staff welfare schemes, a healthy and safe working environment, effective management of disciplinary and grievance issues, and effective communication processes.
  • Coordinate employee related legal issues and advise management on appropriate course of action.
  • Coordinate work related counselling and stress management services for staff.
  • Oversee all issues related to NGO registration and liaison with the NGO Board
  • Process Work Permits for international staff as needed
  • Manage all staff insurance policies and procedures (medical, group life, group accident, etc.)
  • Manage all property leases and maintenance for the regional office sites, in coordination with Logistics Officer.
  • Oversee all administrative functions in the Nairobi office.
  • In coordination with Programme Staff, ensure that all HR and administrative functions in field offices are carried out according to established policies and procedures.
  • Line manage the HR & Administration Assistant in the Nairobi office.
Qualifications: We are seeking one exceptional professional with at least 4 years of relevant experience with a bachelor’s Degree and professional Training in Human Resources.

A strong work experience ideally in a non-profit is added advantage though not necessary.

If you have the experience, skills and the ability we are looking for, please send your application letter and updated CV to:  

no later than 22nd March, 2016.