Office Human Resources and Administrative Manager Job in Kenya

Rationale/Objective for Position

The Office Human Resources and
Administrative Manager
is responsible for contributing to the
development, review and leading the implementation of HR and administrative
policies and procedures of the office, ensuring compliance with the local
Kenyan Legal frame and adhering to other global standards and requirements for
staff management as an institutional office, through active link with other MSF
offices globally.

The job holder is also responsible for leading the Office
HR Administration Team in coordinating and supporting global operational,
administration and hosting needs in both HQ and MSF Movement.

Tasks & Responsibilities


Strategic
Responsibilities

Contribute and actively
participate in the development, implementation, and execution of MSF EA’s
HR & Administration strategy.

Develop and implement
Administration, Travel and Movement Policies aligned to the Section’s
Vision and Global MSF Movement with enhanced mutualization and
collaborations..

Technical
and Operational Responsibilities

HR
Planning, Management, Reporting and Communication

Lead and coordinate end-to-end HR
Administration and travel Management processes for all staff including
hosted staff.

Develop, Implement, and
communicate hosting, administration and travel policies and guides with
the guidance of the Head of HR and Administration.

Develop, review, and implement
performance management systems for the section with the guidance of the
Head of HR.

Actively contribute and
participate in the HR annual plan and give inputs to the Head of HR and
Administration in development of the HR unit in line with the HR strategy.

Contribute and participate in the
development, implementation, and execution of MSF EA’s HR and
administrative policies.

Act as ‘Account & Process
Owner’ (technical manager) of the office Human Resources Information
System (Odoo, dynamics etc).

Provide the Head of HR and
Administration; and management with relevant reports/metrics on staff data
and indicators for reporting and decision making and ensure proper
follow-up for staff in the HRIS.

Provide support to supervisors or
any other staff on HR policies and procedures, including grievances,
disciplinary matters, and other HR-related issues, within the legal
framework of the EAS.

Ensure exit interviews are
conducted for staff prior to their departure and give feedback to the
relevant Unit Head.

Follow up on employees’ claims
and keep the Head of HR and Administration informed at any time.

Support the Head of HR and
Administration with any global HR initiatives for the office.

Identify opportunities for
engagement through mutualization with the hosted MSF entities by
organizing information sharing, support in relation to administration,
travel and movement management within/outside the Eastern Africa region.

Contribute to and implement staff
health, learning, recruitment and rewards initiatives and policies within
the Section.

Orientation

Support in the development and
implementation of guidelines/frame for HR induction for all new staff and
ensure that all staff are aware of HR policies and procedure.

Administration

Responsible for administrative
contracts and ensure that legal considerations are considered and applied
to mitigate risks.

Link with all offices on all
aspects of staff contracting and administration, and ensure all contracts
comply with the requirements of the office and Legal frames (Kenyan staff,
non-Kenyan staff, Hosted positions).

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.
Oversee the implementation of all insurance contracts for staff in the
office as required by the law and health policy and guidelines.

Ensure an efficient filing system
of all physical and electronic administrative files, granting strict
confidentiality of employees’ personal files and other administrative
private documents.

Travel,
Admin and Movement Management

Accountable and Responsible for
Management, Coordination of Travel Movements for all staff based at the EA
Office ensuring clear Processes and procedures are in place.

Ensure legal working status for
staff and dependents in the country by ensuring valid working documents
and information are available on time.

Act as the focal person for
hosting external training and meetings advising the entities and
identifying the right resources to support.

Actively participate and
collaborate with the Regional Protocol Office and ensure implementation of
legal protocol and initiatives for compliance with the HCA (Host Country
Agreement)

Other Responsibilities

As a member of the Occupational
Safety and Health Committee (OSH) and HR representative in the committee
and 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 and travel policies & processes
of the Office, in compliance with local and international requirements.

Plan, direct, supervise, and
coordinate work activities of the HR, Admin & Travel team. 

Mentor and coach, the office HR
and Admin team.

Qualifications

Education

A Bachelor’s degree in Human
Resource Management, Administration, or an equivalent qualification from a
recognized institution.

Knowledge of HR functions
(payroll & benefits, recruitment, training & development, etc.)

Knowledge and understanding of
Kenyan labour laws and disciplinary procedures.

Membership in a Professional HR
Body is an added advantage. 

Fluency in English is required,
and knowledge of French and a third language is an added advantage.

Experience

At least five (5) years of
experience in HR/administration, with proven experience in people
management.

Experience implementing Human
Resource Management Systems, Tools and Processes.

Experience with MSF or other
humanitarian NGOs is an added advantage. 

Competencies

Technical
Competencies

Communication, negotiation, and
conflict management skills.

Strong interpersonal,
facilitation and presentation skills.

Excellent IT skills.

Behavioral/General
Competencies

Objectivity and critical thinking
People Management Skills
Proven leadership skills
Commitment to MSF’s Principles
Cross-cultural Awareness
Strategic Vision
Results and Quality Orientation
Service Orientation
Planning and Organizing
Initiative and Innovation
Teamwork and Cooperation
Networking and Building
Relationships

The closing date for applications is on 21st February 2024

How To Apply

Click Here To Apply

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