HR & Administration Officer at InformAction
Objectives of the position
The primary objective of the Human Resources and
Administration Officer position is to effectively support the organization’s
human resources and administrative functions, ensuring compliance with labor
laws and any other laws and regulations while promoting a positive work
environment. This role aims to enhance operational efficiency through strategic
recruitment, employee relations, training and development, office operations
management, communication facilitation, and financial administration, ultimately
contributing to the organization’s mission of driving social change in Kenya.
Key Responsibilities:
Human Resources Support:
- Lead
recruitment efforts by developing terms of reference, posting job
openings, scheduling and conducting interviews, drafting employee letters,
and coordinating communication with candidates.
- Assist
in onboarding new employees by preparing necessary documentation,
conducting orientation sessions, and facilitating essential training
programs.
- Oversee
leave management by monitoring employee leave balances and coordinating
leave requests.
- Manage
employee timesheets to ensure compliance with relevant donor
requirements.
- Facilitate
performance appraisal sessions in collaboration with immediate supervisors
to promote employee development.
- Overall
management of employee relations, disciplinary process, and affairs in
compliance with the organization’s policy
Office Operations:
- Oversee
general office operations and ensure adherence to administrative policies
and procedures.
- Manage
office supplies, equipment, and facilities to ensure efficient
functioning.
- Maintain
records and databases, including filing systems, to ensure accurate and
timely information retrieval.
- Serve
as the primary contact person for service providers to ensure smooth
coordination and service delivery.
Policy and Compliance:
- Assist
in maintaining and updating organizational policies and procedures
manuals.
- Maintain
employee records and ensure compliance with relevant laws and regulations.
Communication
Management:
- Handle
incoming and outgoing correspondence, including emails, letters, and phone
calls, directing them to the appropriate individuals or departments.
Meeting
Coordination:
- Coordinate
meetings, events, and appointments, including arranging logistics,
preparing agendas, and taking minutes when required.
- Convene
administrative meetings monthly to discuss updates and streamline
operations.
Financial
Administration:
- Support
financial administration tasks, such as processing invoices and monitoring
budgets, etc.
- Facilitate
administrative payments, including rent, security, license renewals,
membership renewals, etc.
- Collaborate
with the Finance department to ensure adherence to IFA’s financial
policies and procedures.
- Timely
submission of timesheets per donor requirements.
Travel
and Logistics Coordination:
- Coordinate
employee travel arrangements, including booking flights, accommodation,
and transportation.
- Prepare
travel itineraries and ensure compliance with travel policies and
procedures.
- Facilitate
logistics for meetings, workshops, and conferences, including flight
booking, venue booking, equipment setup, and catering arrangements.
Training
and Capacity Building
- Develop
and facilitate a training calendar to ensure continuous staff development.
- Provide
administrative, procurement, and logistical support for ongoing projects.
Offer
Legal Guidance
- Offer
legal guidance on employee management in accordance with the relevant laws
in Kenya and provide legal support beyond employees to include IFA
operations.
Education:
- Bachelor’s
degree in Human Resources or Law (LL.B) from a recognized
university.
- A
Postgraduate Diploma in Human Resource Management or Employment Law.
- Additional
certifications in Labor Law or Employee relations.
Experience:
- 5
years of experience in employment law, labor relations, or human
resources, ideally within a corporate or legal environment.
- Proven
track record of providing legal advice related to employee management,
compliance, and dispute resolution.
- Experience
in conducting training or workshops on employee rights and labor
regulations.