uman Resource and Admin Coordinator
Contract: Permanent
Location: Nairobi
Location: Nairobi
Available: Immediate
Category: Human Resources / Recruitment
Offer: NegTeam/Programme: Programme Operations
Location: Nairobi
Grade: 4
Post Type: National
Close Date: 25th Feb 2014
Under the direction of the Director Of Human Resources, Administration and IT, lead the development and implementation of key people Management strategies; build organisational capability in support of business needs; and provide high-level operational support to managers and staff.
Child Safeguarding:
Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
Role Purpose:
Under the direction of the Director Of Human Resources, Administration and IT, lead the development and implementation of key people Management strategies; build organisational capability in support of business needs; and provide high-level operational support to managers and staff.
The Coordinator will also oversee administrative functions for the Nairobi office, maintenance of the office, compound; coordinate accommodation, workshops in Nairobi, international travel, and other administrative arrangements.
Scope Of Role:
Reports to: Director Of Human Resources, Administration and IT
Staff directly reporting to this post: HR Officer and Administration Officer
Dimensions:
Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.
Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.
In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.
Introduction
Under the direction of the Director Of Human Resources, Administration and IT, lead the development and implementation of key people Management strategies; build organisational capability in support of business needs; and provide high-level operational support to managers and staff.
Child Safeguarding:
Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people
Role Purpose:
Under the direction of the Director Of Human Resources, Administration and IT, lead the development and implementation of key people Management strategies; build organisational capability in support of business needs; and provide high-level operational support to managers and staff.
The Coordinator will also oversee administrative functions for the Nairobi office, maintenance of the office, compound; coordinate accommodation, workshops in Nairobi, international travel, and other administrative arrangements.
Scope Of Role:
Reports to: Director Of Human Resources, Administration and IT
Staff directly reporting to this post: HR Officer and Administration Officer
Dimensions:
Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners.
Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH.
In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya.
Save the Children has an operational presence in Dadaab Refugee Camp, Garissa, Mandera, Meru and Wajir - with plans to expand into Bungoma and Turkana in 2014.
We work through partners in many other parts of the country. By February 2014, we will have a staff complement of around 300 staff and an operating annual budget of approximately US$25 million
Minimum Requirements
Skills and Behaviours (our Values in Practice)
Accountability:
Skills and Behaviours (our Values in Practice)
Accountability:
- Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:
- Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks
Integrity:
- Honest, encourages openness and transparency
Qualifications and Experience
- A first Degree in Social Sciences or relevant field.
- A post-graduate Diploma in Human Resource Management.
- Minimum 5 years' experience in a similar role
- Good knowledge and experience of generalist HR issues, including Kenya Employment Law, recruitment and selection, interpretation and application of policies and procedures, restructuring, reward and employee relations.
- Proven ability to influence and negotiate at senior levels and build capacity within management teams.
- Experience in managing disciplinary a grievance issues and monitoring and coaching HR staff and other managers involved in such cases.
- Strong customer and quality orientation; solution -focussed and confident in operating in a changing environment.
- Excellent communication skills (Verbal and Written), with the ability to provide clear effective advice on a range of HR issues.
- Excellent presentation and facilitation skills.
- Strong team player, collaborative and capable of building effective relationships across all levels
- Proficiency in Microsoft Officer products (Word, Excel, Outllook, Powerpoint) and ability to use the internet to obtain data and reference materials.
- Comply with the requirements of Save the Children's Safeguarding Policy and other Global Policies.
- A commitment to promoting diversity and equality of opportunity in employment and an empathy with SC UK values and objectives
- A willingness to travel occasionally to field area offices.
- Strong results orientation, with the ability to challenge existing mind-sets
- Problem solving and risk mitigating skills
- Fluency in English, both verbal and written
- Commitment to Save the Children values
Key Areas of Accountability:
General management
General management
- Proactively manage the relationship with all managers, and drive implementation of key people strategies and solutions.
- Develop people management capability through active engagement with the senior management team and in consultation with the Director of HR, design annual training and capacity building initiatives.
- Develop and motivate Nairobi and field based HR staff to provide a first -rate transactional HR service to clients, particularly on recruitment, payroll, leave entitlements and routine employment matters.
- Contribute to the development and review of HR policies, procedures, guidelines and business processes, to ensure that everything we do is efficient, cost effective and legally compliant.
- Consult with the recognised employment bodies on employment advice and related matters.
- Support the Head of HR in the identification of strategies and formulation of policies that promote and not limited to reward and compensation, employee retention, succession planning; workforce planning; career progression, among others.
- Implement the Respectful workplace & Diversity agenda for staff in Kenya Programme.
- Contribute to the wider organisational agenda, including developments within Save the Children globally.
- Carry out the responsibilities of the role in a way which reflects Save the Children's commitment to safeguarding children in accordance with our Code of Conduct and Child Safeguarding Policy.
- Manage administration of staff benefits
Training
- With the support of the HR Director, proactively assess the skills and knowledge of staff across the Kenya Country Office and determine appropriate training required to grow and retain these skills.
- Designing and training and development programmes, in consultation with line managers, based on both the organization's and the individual's needs.
- Monitoring and reviewing the progress of trainees through questionnaires and discussions with manager.
- With support from the HR Director the delivery of training and development programmes across the Kenya Country Office.
- Assisting the HR Director in producing training materials and delivering in-house courses.
- Liaise with HR Director, Line Managers and field HR Officers/Coordinator, develop training & development plans.
- Having an understanding of e-learning techniques, share e-learning packages and opportunities with staff across the Kenya Country Office.
Administration
- Supervise administrative function to ensure the smooth importation of capital assets and processing of visas for expatriate staff and visitors in liaison with the relevant government departments
- Manager office utilities to ensure efficient and cost effective systems are in place and are in compliance with SCI standard operating procedures.
Facilities Management
- Oversee the overall maintenance of the office premises, facilities, assets and equipment (physical work environment) and ensure that these are secure and efficiently utilized
- Review and annually update all contracts and leases before forwarding them to the Director HR, Admin & IT for signature
- Ensure compliance with Health and Safety regulations
- Ensure adequate insurance cover and keep up to date with suitability and types of cover available
- Oversee the annual preparation of the renewal of licenses and permits in coordination with the Admin Manager
- Provide logistical support to SC staff, guests and visitors in Nairobi, including transport and accommodation in accordance with Country Office standards and guidelines.
- Responsible for the correct implementation of the SCI admin policies and procedures;
- Oversee the maintenance of Dadaab area offices (6), and accommodation facilities (6 compounds);
- With the APM and construction engineer, plan and budget for the further development of Dadaab area facilities.
- Develop and oversee the implementation of agreements with hosting agencies and agencies which we host in the various camps and compounds;
- Ensure appropriate resources for the aforementioned activities in new budgets;
- Administer and act as budget holder on staff welfare funds;
- Oversee the cafeteria facilities and ensure adequate food services provision.