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Reporting to the Country Director and working in close collaboration with the Mary’s Meals International (MMI) Director of People, the Human Resources and Administration Manager is a member of the country programme leadership team.
Responsible for human resource management and supporting organisational development in line with the Mary’s Meals vison and values ensuring that all members of staff have the opportunity to reach their full potential, through the implementation of the Mary’s Meals International Global People Strategy through an annual plan, aligned to key strategic objectives.
It includes delivering human resource services and solutions with focus on learning and development, workforce planning, resourcing, talent management, reward, employee relations, employee engagement and performance management.
Ensure the HR function operates to the highest standards of operational effectiveness aiming to optimise organisational performance and sustaining the desired culture. An emphasis of the role is to ensure robust systems, processes and controls are in place and adhered to diligently across the whole programme.
The role is also responsible for coordinating the safety, health, security elements and general office administration.
Key Responsibilities
Human Resource Management and technical support
To lead the HR team and function in Mary’s Meals Kenya.
To act as a key source of support to the Country Director regarding all HR matters.
To provide expert advice, guidance, toolkits and coaching to managers on HR. matters, supporting managers in dealing with recruitment, complex casework, performance, attendance, disciplinary, grievance and employee relations issues.
To establish and maintain strong collaborative relationships with colleagues.
Staffing, workforce planning and diversity
To take a proactive approach to HR compliance, legislation and risk management, ensuring risks and issues are identified, addressed and reported and, where appropriate, escalated.
Annual planning
To develop the annual HR operational plan for Mary’s Meals Kenya in line with the Mary’s Meals Global People strategy identifying HR priorities translating organisational requirements into effective HR practices delivering people solutions.
To work with the MMI Director of People and the UK based HR team within a matrix structure
To manage delegated resources (e.g. budgets, equipment and contracts) as appropriate, to ensure value for money
Staff wellbeing and engagement
To lead in identifying good practice to improve employee engagement and to support a learning organisation ethos.
To support line managers in team development and team building
Organisational learning and development
To support Country Director with the management of organisational development and change including restructures, leadership and management development, team development and capacity building.
To evaluate development requirements and develop and implement a plan of all learning and development opportunities and report to the Country Director on outcomes.
To lead, coach and support the senior leadership team in developing, management & leadership skills and styles across the team in Kenya.
Performance management and development
To work with the senior management team in the development of a Mary’s Meals Kenya culture that is aligned to the values of the global movement.
To implement a personal development review process and ensure it is aligned to key strategic objectives supporting development of organisational culture in line with Mary’s Meals values.
To advise and support the Country Director on HR performance
HR communication and reporting
To develop and implement internal communication plan to ensure that our people are fully aware of HR policies and procedures and are informed about key HR organisational issues and developments
To collate, analyse and report HR information to support development of HR strategies and solutions
To ensure that all internal and external reporting requirements are satisfied through the provision of management information and HR returns.
HR operations
Prepare, develop and implement HR procedures and policies that meet national employment standards and legislation and align with the Mary’s Meals global standards which all staff are fully aware of.
Monitor and evaluate absence levels, recommend solutions to resolve absence issues.
Manage staff payroll for authorisation by the Country Director and ensure returns for all statutory deductions are filed and paid for.
Coordinating with Health Insurance providers to track use of the health insurance.
Develop and implement workforce plans in line with the needs of MMK and in line with MMI strategic objectives.
Manage the recruitment and onboarding process.
To support the senior leadership team in the annual review and implementation of the organisation’s pay and reward strategy
Administration to support expatriate staff
HR metrics
Lead on the analysis and reporting of HR information to support the development of HR strategies and solutions
Work with the HR Partners in the development of HR metric dashboards
Provide key metrics to the organisation to enable leaders to make informed decisions that help the organisation deliver on its strategy
Security
Ensuring the safety and security policy and associated procedures are implemented, review and adjust as necessary.
Assist with the preparation, maintenance and updating of security plans including contingency plans in accordance with Mary’s Meals security guidelines.
Assist in the supervision (or liaison if outsourced) and capacity building of security guards for residential and office properties.
Maintain all security data including an updated list of all staff, including all the details of visitors.
Ensure that staff members are kept informed of matters affecting their safety and security and making appropriate arrangement for briefing new staff and visitors
Provide advice and training to personnel and eligible dependents on security matters, as assigned;
Establish security coordination/liaison with the local security authorities which will involve developing good contacts with national law enforcement agencies with a view to obtain the best possible protection for staff members.
Act as a liaison on security matters with other NGOs operating in the area to ensure the best possible coordination on security related matters, and safe delivery of programmes.
Assisting in maintaining and evaluating tracking systems and assist in the coordination of a 24-hour Emergency Response System.
Maintaining lines of communication with security focal points in our remote offices.
Ensure that fire prevention devices and fire-fighting equipment are available on all premises and that they are always in good working order.
Facilitating fire training and regularly simulating fire drills.
Conducting routine physical security inspections and evaluations of office facilities and dwelling houses.
Facilitate investigation of security-related incidents, including near misses, involving staff, visitors or eligible dependents.
Coordinate issuance of identity cards as appropriate.
Acts as Duty Officer within the Security function.
Administration
Managing the organisations fleet and fuel requirements.
Manage direct reports, ensuring they meet their agreed performance objectives.
Oversee purchase and maintenance of office equipment and premises ensuring a healthy and conducive work environment
Provide supplies by identifying needs for all departments; establishing policies, procedures, and work schedules
Organise staff meetings, conferences and other events
Devise plans and annual administrative budget that will be followed for the entire year.
Qualifications, skills and experience
Essential
A Degree or equivalent experience in Human Resource Management, Business Administration, Strategic Management, People Manage, Leadership or any other relevant field.
Experience in leading an HR function and leading, engaging and motivating a team of staff
Fully conversant with all aspects of the employment law in general and specifically for Kenya
Fully conversant with contemporary HR best practice.
Experience in the development and implementation of employment policies and procedures.
Practical experience of coordinating recruitment and interviewing processes and assessments at senior level.
Ability to work autonomously and flexibly
Well-developed skills for influencing, persuading, coaching and negotiating.
Excellent interpersonal skills
Excellent communication skills and the ability to effectively communicate complex ideas and information to a range of audiences and stakeholders in both written and verbal forms
Planning and work organizational skills with ability to meet agreed timelines.
IT proficient: MS office applications particularly in word, excel and outlook
Working knowledge of HR systems with a minimum of 5 years practical experience at leadership level
Commitment to continuous learning
Experience of managing conflict and sensitive issues and achieving positive outcomes.
Ability to work on own initiative, prioritise work to deadlines and pay attention to detail.
Desirable
Experience of working in a matrix organisation.
