Responsibilities fr the Admin & Office Manager Job
Administrative
Ensure core team and consultant teams have all documents needed (printed and/or scanned to carry out their work in a timely manner
Handle all incoming and outgoing correspondence for the office (letters, faxes, and courier), calls and manage the office filing system
Order, issue and monitor supply and usage of office stationery and evaluation project supplies
Track office supply inventory and procure additional when needed
Develop, update, and maintain monitoring log for assigned assets, i.e. computers, lightings, etc.
Develop quarterly updates and reporting for assigned assets inventory
Manage the ESPS central electronic filing system
Manage Staff Attendance Book
Function as fleet supervisor, keeping track of where vehicle is at all times, manages day-to-day staff needs for the vehicle and approves staff use of vehicle based priorities for the day
Keep Roster of selected/authorized vendors for vehicle maintenance to date
Oversee driver maintenance of log book, reviewing bi-weekly to ensure proper maintenance; completes PO and provides funds to driver for refueling
Keep petty cash, completing all paperwork required for use of petty cash and reconciles petty cash account on a weekly basis
Keep electronic version TO calendars updated per Senior M&E Advisor’s input Human Resources
Act as primary recruiter for all local consultants, working closely with local senior management to identify qualified candidates for specific TOs both from the data base, as well as sourcing candidates externally
Update at least quarterly Organization and Individual ESPS Roster(s)
Ensure that rosters are complete, accurate and without error prior to submission to USAID in quarterly report
Liaise with HQ HR to ensure that local hires meet GOK labor laws
Advise COP and DCOP on labor laws to ensure ESPS compliance with all hiring and dismissal procedures according to the GOK law
Maintain staff files including leave requests, tracking with FM of leave hours, sick hours etc.
Managerial
Supervise additional personnel including driver and cleaner
Appraise of all direct reports minimum annually
Additional Duties/Tasks and Responsibilities
Carry out other tasks as directed by the supervisor or COP through the supervisor
Qualifications for the Admin & Office Manager Job
Impeccable capacity to coordinate various support activities
Efficient time and resource management
Excellent communication (written and verbal) and interpersonal skills
Ability to work well under pressure
Ability to work with core team and HQ to recruit excellent consultants; keep consultant rosters current and accurate
A Bachelor’s degree or Diploma in Business Administration, Human Resources, or related field is required
At least four years of experience working in an administrative role, or relevant formal training in administration or related field
Prior experience working on a US Government, UN or World Bank funded project is highly preferred
Experience performing basic administrative tasks in an office environment
Ability to work independently and collaboratively with the program team
Fluency in oral and written English
Proficiency with Microsoft Office tools (Word, Excel, PowerPoint, etc.)
Demonstrated ability to manage processes and maintain accurate records
Demonstrated effective organizational skills and ability to handle work in an efficient and timely manner
Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment
Working Conditions: Work is performed in a typical corporate office environment.
Physical Requirements: Ability to lift up to twenty five pounds.
Job Field: Sector in Administration / Secretarial , Human Resources / HR
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Administration and Office Manager
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Lead Facilitator
Responsibilities for the Lead Facilitator Job
Support the Implementation of project activities.
To plan and organize stakeholders meetings
To mobilize leaders and facilitate community training on the self-help group approach
Organize the formation of Self Help Groups (SHG) in the community and train the SHGs ensuring the understanding of the SHG concept and quality is maintained.
Mobilize church leaders and ensure they are trained on the Church and Community Mobilization and Development approach (CCMD)
Support the church leaders to implement the CCMD approach and to establish Self-help groups
Monitor and report on whether the trained Self-help groups, are accomplishing action plans and whether this is translating into meeting the needs of the intended beneficiaries.
Walk with the Self-help groups, leaders and community members, encourage them and support everyone with ideas to respond well in their roles.
Continuous training and mentoring the village facilitators on the SHG approach.
Support identified SHGs in rolling out briquette making business plan
Documentation and program reports
To establish and maintain all project and activity documents in the area of operation.
Develop monthly plans
Compile timely monthly, quarterly, biannual and annual progress reports as required.
Conduct and compile Self-help groups health monitoring checklist
Program support duties
To mobilize the church, leaders and families towards understanding and supporting FH/K objectives and philosophy
Maintain relationships within all FH/K stakeholders in the field with a view of enhancing FH/K to fulfill strategy.
Recommend areas in which FH/K can use its expertise in knowledge development to assist target communities develop their capacity
Supervise, train and mentor village facilitators and any interns or volunteers placed under this position.
Represent FH in all coordination meetings related to Livelihoods and Environment in Kakuma.
Lead Facilitator Job Qualifications
Vibrant personal relationship with Jesus Christ
Excellent inter personal relationship
Excellent communications skills – both oral and written
Highly motivated, self-starter, able to work on own initiative in difficult conditions
Motorbike rider with valid license
Supervisory skills
Can work with minimal supervision
Background in business management
Experience in working in Kakuma refugee camp and its environs will be an added advantage
Degree Holder in social work/community development/project management. Experience working with groups will be an added advantage. -
HR & Administration Officer
About Role
The HR & Administration Officer role is critical in Human Resource management and in convening, coordination & oversight over the task teams working on different streams of HR & Operational work including procurement, office management, and travel coordination among others.
This role will line manage and facilitate the Administrative Assistant and Driver/logistics Assistant leadership. Together, the HR & Administration Officer and his/her team will provide the leadership that moves the country programme beyond getting basics right to quality and excellence in HR & Operational management within Christian Aid policies, systems and guidelines.
Doing this will ensure the following three key results are delivered: –
Effective human resources and people management
Well managed office with systems for health and safety, security management.
Efficient support services including procurement, logistics and administration
About you
With line management from the Finance & Operations Manager, you will lead and facilitate leadership of your team working within the different task teams. You will model and promote in your role, the three key desired behaviors–self-leadership, teamwork and decisiveness. You are proactive and able to work under minimal supervision to deliver quality and excellence in related results outlined above. This is about you leading effectively individually and collaboratively in teams to deliver key outputs while exercising passion, autonomy and mutual accountability. You will challenge status quo, embrace and respect diversity of views, enable others to co-lead with you, and take action to make contributions toward achievement of the shared team goals.
You will have the ability to think creatively to navigate the complexities and uncertainties and the ever faster pace of change in the workplace, in people management, and in the legal operating context in Kenya. You will also demonstrate ability to translate thinking and decisions into results in a timely manner.
In doing so, you will facilitate your team’s collaboration with other internal and external teams and service providers including programmes, finance, regional teams, and HQ teams.
Competency questions
As part of your application you will be asked to demonstrate your suitability by giving answers to the following questions:
Building partnership
Tell us about a time when you had to establish and maintain relationships with a wide range of contacts and networks based on mutual rapport and respect. What was the context?, why did you need to establish the new relationship and why was your attitude to this important? What was your task? What outcomes were being sought? What actions did you take? How did you take them? What was the impact of your actions? Were you successful?
Communicating effectively
Tell us about a time when you handled a difficult issue with someone else with openness, honesty and respect. What was the context? What did you have to do? What did you say and how? What was the result? If you were successful, how did you know?
Stewardship of resources
Please tell us about a time when you were able to take action to end or reduce the inefficient use of resources. Describe the context? What was expected of you? What action(s) did you take? What was the impact of your actions? In what way(s) were you successful?
Further information
This role requires applicants to have the right to work in the country where this position is based. -
HR & Admin Assistant Business Development Business Development Assistant
The Role
Assist the Finance Manager in producing monthly Management Accounts
Cash/Bank Reconciliation
Post Journal entries
HR & Admin Assistant Job Responsibilities
Preparation of asset schedules, prepayments and accruals
Preparation of accounts up to Trial Balance stage
General administrative duties
Key Skills
Strong Excel Skills
Computer Literate
Strong organisational skills
Keen eye for detail
Qualifications for the HR & Admin Assistant Job
Must have CPA or ACCA qualified.
Degree or diploma in business admin is a must
HR qualification is an added advantage
Should have similar experience as an Accounts and Admin professional.
Must be well groomed with an outgoing personality.
Must be an excellent communicator .
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Human Resources & Administration Officer Credit Officer
Primary Responsibility: Reporting to the CEO, the primary responsibility will be to provide strategic leadership and technical support in Human Resources Management, and advice the management on likelihood in HR matters, their implications and impact to business.
To ensure that the SACCO has competent, motivated, engaged and productive human resources and ensure a work environment where employees can realize their career aspirations
Human Resources & Administration Officer Job Key Responsibilities
Develop, implement and review HRM strategies
Develop and periodically review HR policies
Prepare, implement and monitor the HR department budget.
Coordinate the preparation and implementation of workforce plans
Facilitate staff recruitment in line with business requirements
Develop and implement SACCO’s training programs
Develop and implement employee performance management process.
Develop and periodically review the compensation systems
Handle staff disciplinary issues
Oversee the SACCO’s staff welfare, as well as Health and safety programs
Ensure the SACCO is fully compliant with the relevant labour laws.
General HR Administrating
Provide administrative support to the CEO’s office
Experience, Knowledge and Abilities for the Human Resources & Administration Officer Job
At least Three years’ of working experience in similar position, team players with excellent, leadership, negotiation, interpersonal communication and decision making skills and should demonstrate ability to implement change.
Business degree from a recognized University, Diploma in HRM and a member of the IHRM, current practicing certificates, proficient in all MS Office applications as well as working knowledge of HRM software
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Project Co-ordinator
Job description
Main Responsibilities
Working closely with the London based recruitment team, you will be responsible for all aspects of the recruitment process and will provide local administrative support in the Nairobi office.
Duties will include:
Placing job adverts with local employment agencies and advising on attraction strategies with the local market
Coordinating and arranging interviews; updating managers on recruitment time scales
Issuing offer letters, raising contracts, assisting with reference checks and answering candidate queries
Coordinating inductions and training events; liaising with BBC Academy, HR and other teams when required.
HR administration for terminations, resignations and new joiners
Updating records on HR information system (SAP)
Other HR/Recruitment administrative support
For further information on this exciting new role, please read the job description which can be found at the bottom of this page.
The Ideal Candidate
The successful candidate will be highly organised with proven success in a busy HR/Recruitment administration role. You will have the ability to manage several projects at the same time, and the confidence to interact with internal and external stakeholders both face to face and on the phone. A good understanding of Microsoft Word, Excel and Outlook is also important. -
HR & Admin Assistant Operations Officer Marketing Executive (Lubricants)
Responsibilities for the HR & Admin Assistant Job
Support employee recruitment and exit processes and procedures
Participate in dissemination and implementation of HR & Admin. policies and procedures
Coordinate new staff onboarding experience and documentation
Take charge of staff training logistics for effective delivery of training programs
Administration of staff medical scheme in line with approved policy
Ensure the accuracy and completeness of staff files
Promote staff welfare initiatives and incentive programs
Staff leave management and reports
Promote sound occupational health and safety practices at workplace
Requirements for the HR & Admin Assistant Job
University degree in social sciences
Professional qualifications in Human Resource Management
Member of the Institute of Human Resource Management, Kenya (IHRM, K)
At least 1-year relevant work experience
Practical application of MS office suite
Excellent communication and interpersonal skills
Demonstrate honesty, confidentiality and sound work ethics
Strategic thinking and customer focus individua
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HR & Admin Assistant
HR & Admin Assistant Job Role & Responsibilities
Assist in on boarding process making sure that the new person will have a desk and chair on arrival, their email address is set up, they have a laptop and are connected to box
Organize pickups for new employees arriving
Deal with KPLC and Nairobi water bills for the house and ensure that they are correct and visit offices for any issues.
Help employees fill in finance and HR forms where they are unsure what to do
Provide support to finance and other departments on filing, scanning, printing etc.
Ensure the askaris at the gate have an update list of all employees and all former employees not allowed in at all times.
Collect all medical forms from employees and ensure they have adequate receipts for the claims.
Check references for casuals for production, sales activation and any other departments and ensure the approved list is up to date at all times
Update casuals list for production, sales activation and any other departments.
Manage the cleaner and gardener and ensure offices are always clean and tidy and that garden is well maintained.
Manage the stationery and ensure that we always have adequate stock as per the approved list.
Work with VP Finance on getting all international visitors the correct permits and passes and keep the list updated on expiry dates of the same.
Any other tasks as directed by direct manager or any other member of HR or the senior management team.
Qualifications for the HR & Admin Assistant Job
Must have a College diploma or degree in business, ideally with specialty in HR
Professional demeanor
Excellent communicator Previous experience in a business environment -
Human Resources and Admin. Coordinator (East Africa)
Job SummaryThe HR and Admin. Coordinator conducts all aspects of the Employee Life Cycle for our East Africa Region. The position ensures all staff is well oriented to the organization; feel supported, engaged and motivated. Works in partnership with HR staff in regional offices to stay aligned and / or implement systems, processes and organizational culture. As office Administrator will oversee the management of Nairobi office to foster Our Client´s culture and values.Key ResponsibilitiesManage all aspects of employee life cycle (50%)
Execute and administer HR process: recruiting, onboarding, retention, training and development, performance management, transitions, data management
Manage payroll administration in full compliance with each country’s statutory requirements and Our Client’s requirements.
Oversee and ensure compliance with local labor laws and compliance requirements
Maintain HR and Admin. handbook and contracts
Provide local context to annual benefits benchmarking and admin. compensation programs
Assist in the planning, preparation and provision of training on HR related topics.
Manage employee relations: build and foster connections with local staff to understand their circumstances and their needs
Engagement: teambuilding activities and recognition programs.
Ensure employee transitions are handled professionally, sensitively, are in compliance with labor laws and properly documented.
Establish and maintain relationship with local labor lawyers for guidance as needed on labor law matters.
Office Management and Admin. Coordination (50%)
Oversee internal communications and provide team updates on our organizational Intranet for the East Africa region.
Implement employee security plans, policies, and practices
Ensure that employee records are up to date
Coordinate IT needs and training with IT in CAM
Other duties as assigned