DAY-TO-DAY TASKS will include:
Human Resources
The HRA will act as a representative for the Nairobi regional office, and will:
Issue contracts for full-time Kenyan employees and local contractors, and work with Headquarters Human Resources department to issue contracts for Headquarters consultants, and support in renewal or termination of the same.
Manage employee files on Egnyte, ensuring all necessary documents are on file and maintaining a high level of confidentiality.
Extract leave report from Enterprise Resource Program (ERP), comparing with leave tracker to ensure employee leave days are updated and align with accounting records; share the report with staff.
Manage employee benefits such as medical insurance, Group Personal Accident, WIBA and personal pension plan, ensuring timely additions and deletions.
Communicate changes in payroll to Finance department to ensure payroll is administered effectively.
Support with recruitment, selection and onboarding of new employees.
Collaborate with country program office and Headquarters’ Human Resources staff to update ERP at the regional level.
Work with country program and Headquarters offices’ Human Resources personnel to draft Personal Service Contracts (PSCs) and support in renewal or termination of the same. Review consultant invoices and activity reports before submission.
Uphold and update office Human Resource manuals. Work with various country leads to establish and maintain Local Employee Handbook(s) per local labor standards and Internews’ HR standards.
Supervise the Office & Logistics Assistant.
Ensure all Human Resources minimum standard requirements are met.
Administration, Logistics and Procurement Support
Act as front desk for regional office visitors, appointments, correspondence with country offices and Internews headquarters offices in Washington, DC; Arcata, CA; and London, UK.
Provide administrative support to the Regional Director and Director of Business and Program Operations in correspondence and relations with authorities, partner organizations and other organizations in Africa.
Coordinate travel logistics for Internews representatives within the department: assist with hotel and taxi bookings, arrange accommodations, support visa and work permit applications, etc.
Responsible for equipment and software pricing, procurement, insurance and shipment to country program offices.
Provide overall support to the regional office and coordinate with Office & Logistics Assistant. Monitor office premises to ensure good maintenance and oversee cleaning, logistics and services.
Provide logistical and administrative support for regional meetings and trainings, and to projects in start-up and close-out phases and/or those with limited staff.
Request quotes and prepare documentation for approval by relevant budget authority; place orders.
Ensure compliance with Internews’ procurement policy; prepare Procurement Request Forms to obtain Purchase Orders (POs) and approval in collaboration with Business Support staff.
Receive and check deliveries.
Expedite shipping of procured equipment and supplies to country offices.
Flexibility and Values
Other duties as assigned by supervisor.
In all duties, demonstrated understanding of and commitment to upholding Internews’ Core Values.
QUALIFICATIONS WE’RE LOOKING FOR
Prior experience in an administrative support role, preferably in Human Resources
Proven ability to handle sensitive and/or confidential information
Strong grasp of Microsoft Windows environment including MS Word, Excel, and Outlook
Ability to take direction and also work independently to complete tasks on time
Prior experience with databases, preferably ERP or similar, a plus but not required
Prior experience working with an international NGO preferred
Apply via :
phf.tbe.taleo.net
