Human Resource and Administration Officer at Heshima Kenya

On Tuesday, August 26th, 2014

Position Overview: Heshima Kenya is an international non-profit organization based in Nairobi, Kenya, dedicated to protecting and empowering unaccompanied refugee children and youth, especially adolescent girls, through our specialized shelter, education and advocacy programs.

Reporting to the Director of Financial Operations, this position is responsible for the implementation and management of all personnel and administrative policies and procedures related to the organization and carries out all activities in a dignified and highly professional manner. 

Core responsibilities include the following:

Human Resource Management

  • Directly manages and implements all day-to-day human resource operations.
  • Regularly updates and monitors Heshima Kenya’s HR policy and employee handbook and ensures updated legal compliance to Kenyan labor laws, among other laws and regulations.
  • Responsible for creating and updating all employee and volunteer personnel files and ensures efficient human resources of staff and volunteers, including managing performance evaluations, references, annual leave, benefits, and ensuring all government identification is up to date.
  • Maintains a recruitment program for new employees and volunteers, including counseling Managers on candidate selection; conducting and analyzing exit interviews; and making recommendations.
  • Ensures that all new employees and volunteers have requisite government permits and certification and helps facilitate paperwork and communication with requisite government departments.
  • Prepares employees for assignments by establishing and conducting new employee orientation and ensuring that the supervisors prepare thorough orientation agendas and training.
  • Ensures planning, monitoring, and appraisal of employee work results by training managers to coach employees; scheduling management conferences with employees; hearing and resolving employee grievances; counseling employees and supervisors.
  • Maintains historical personnel records by designing a filing and retrieval system.
  • Manages all employee and volunteer timesheets and leave day requests and ensures proper documentation and communication systems.
Administration Management
  • Responsible for supervising vehicle personnel, maintenance personnel, cooks, and the security team.
  • Manages and improves upon Heshima Kenya’s transportation system, including facilitating taxi requests and managing van schedules for employees and participants to ensure that all daily activities are carried out efficiently.
  • Ensures that Heshima Kenya’s vehicle policy is comprehensive and updated and relays all maintenance requests to the Director of Financial Operations.
  • Maintains and ensures compliance of all leases, insurance policies and equipment logs.
  • Manages an organized and efficient inventory system of all office supplies, equipment, furniture, and program items.
  • Oversees the maintenance and execution of all building repairs, yard maintenance, painting, and equipment and furniture maintenance, including computers.
  • Supports the Director of Financial Operations with the identification and management of vendors and suppliers.
  • Manages Heshima Kenya’s online donor and volunteer database and ensure that all new supporters are input accurately and in a timely manner.
  • Serves as point of contact for visitors.
  • Attends weekly staff meetings when requested and contribute feedback and ideas.
  • Performs other duties as requested by the Director of Financial Operations and the Country Director.
  • Learn and understand thoroughly Heshima Kenya’s mission, programs and goals
Grants Management Support
  • Responsible for grants management, including filing of new grants, donor reports, and any other grant related correspondence and paperwork.
  • Work under the direct supervision of the Director of Financial Operations to update restricted grants schedule on a quarterly basis.
  • Maintains an inventory system of all in-kind donations.
Qualifications
  • A degree in Human Resource Management. A Diploma in Business Management will be an added advantage.
  • A minimum of 5 years of professional experience, preferably working within the NGO sector in Kenya.
  • 1-2 years working at the program management level with Kenyan NGO or business, including leading or assisting with designing and implementing financial and HR related projects and policies.
  • Must be a Kenyan citizen and have a Certificate of Good Conduct.
  • Exceptional organizational, written, and communication skills.
  • Strong working knowledge of Microsoft Office Software.
How to apply:

Send your application letter and a detailed CV with daytime telephone contact by email to:

The Country Director, Heshima Kenya / Email: [email protected]

Deadline for applications is 29th August 2014.

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