Office Human Resources and Administrative Manager Job in Kenya

 Job Title: Office
Human Resources and Administrative Manager

Hiring Organization: Médecins
Sans Frontières
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non-profit
Organizations
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 02/07/2024

Médecins
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.

About MSF
Eastern Africa

MSF
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. 

Rationale/Objective
for Position


The
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.

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.

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

Click
Here To Apply

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