Job Title: Office
Human Resources and Administrative Manager
Hiring Organization: Médecins
Location – Locality: Nairobi
Location – Region: Kenya
Job Type: Full
Date Posted: 02/07/2024
Sans Frontières/Doctors Without Borders (MSF) is an international independent
medical humanitarian organisation that provides assistance to people affected
by conflicts, epidemics, and natural or human-made disasters and excluded from
healthcare. We provide this assistance without discrimination, irrespective of
race, religion, creed or political affiliation.
Eastern Africa is the regional institutional office of MSF. It focuses on
representation and networking, recruiting and supporting staff from the region,
communications and fundraising, as well as working on other dossiers of
importance to MSF such as Diversity, Equity and Inclusion (DEI), mutualization,
training, medical operational support and environmental health.
Office Human Resourcesand 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.
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.
and actively participate in the development, implementation, and execution
of MSF EA’s HR & Administration strategy.
and implement Administration, Travel and Movement Policies aligned to the
Section’s Vision and Global MSF Movement with enhanced mutualization and
and Operational Responsibilities
Planning, Management, Reporting and Communication
and coordinate end-to-end HR Administration and travel Management
processes for all staff including hosted staff.
Implement, and communicate hosting, administration and travel policies and
guides with the guidance of the Head of HR and Administration.
review, and implement performance management systems for the section with
the guidance of the Head of HR.
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.
and participate in the development, implementation, and execution of MSF
EA’s HR and administrative policies.
as ‘Account & Process Owner’ (technical manager) of the office Human
Resources Information System (Odoo, dynamics etc).
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.
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.
exit interviews are conducted for staff prior to their departure and give
feedback to the relevant Unit Head.
up on employees’ claims and keep the Head of HR and Administration
informed at any time.
the Head of HR and Administration with any global HR initiatives for the
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
to and implement staff health, learning, recruitment and rewards
initiatives and policies within the Section.
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
for administrative contracts and ensure that legal considerations are
considered and applied to mitigate risks.
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).
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
an efficient filing system of all physical and electronic administrative
files, granting strict confidentiality of employees’ personal files and
other administrative private documents.
Admin and Movement Management
and Responsible for Management, Coordination of Travel Movements for all
staff based at the EA Office ensuring clear Processes and procedures are
legal working status for staff and dependents in the country by ensuring
valid working documents and information are available on time.
as the focal person for hosting external training and meetings advising
the entities and identifying the right resources to support.
participate and collaborate with the Regional Protocol Office and ensure
implementation of legal protocol and initiatives for compliance with the
HCA (Host Country Agreement)
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.
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
direct, supervise, and coordinate work activities of the HR, Admin &
and coach, the office HR and Admin team.
Bachelor’s degree in Human Resource Management, Administration, or an
equivalent qualification from a recognized institution.
of HR functions (payroll & beneﬁts, recruitment, training &
and understanding of Kenyan labour laws and disciplinary procedures.
in a Professional HR Body is an added advantage.
in English is required, and knowledge of French and a third language is an
least five (5) years of experience in HR/administration, with proven
experience in people management.
implementing Human Resource Management Systems, Tools and Processes.
with MSF or other humanitarian NGOs is an added advantage.
negotiation, and conflict management skills.
interpersonal, facilitation and presentation skills.
and critical thinking
to MSF’s Principles
and Quality Orientation
and Building Relationships