Feed the Children
HR & Administration Officer
Reporting to the HR Manager
Overseeing the Admin assistants and Receptionists
This position performs specific administrative duties and supports the HR function in the organization.
Administrative Responsibilities
- Accord administrative and logistic support to staff and visitors, in flight bookings, accommodation and meeting venue reservations
- Coordinate Board, Senior Management Team meetings, Regional training and minute taking for the same
- Manage administration filing, the Regional Directors file system and records
- Manage organization mail- sending, collection, sorting and distribution including correspondences sent on the general email address (info).
- Manage, and expense administration catering provisions, stationery and equipment related payments
- Handle memos, reports, presentations, certification and correspondence between the country office and Head office, Partners or Donors in liaison with other departments
- Provide oversight to the receptionists/admin assistants mentoring and coaching them
- Collecting and collating departmental reports/data and compiling into the monthly report or other organizational reports
- File NGO annual returns on time and related compliance
HR Responsibilities
- Support staff recruitment, placement and contract management processes and respond to unsuccessful candidates
- Conduct staff orientation/induction process for new and existing staff
- Maintain and update efficient and effective filing and retrieval systems to ensure employee records &HR documents for both old and new staff are filed well,
- Regular updating of staff contacts, organization chart and strategy.
- Maintaining soft and hard copy files of HR documents
- Offer HR support and advice to managers, team leaders and employees
- Assist formulation and review of Policies & Procedures of the organization in line with Laws.
- Support the process of job planning and performance management/appraisal process
- Assist reviewing of staff job descriptions to suit current status
- Plan, coordinate and schedule staff training program, HR and other organizational major events. Also, creating and updating an organizational record of all staff development events (training, team-building, courses, seminars, workshops etc.)
- Handle staff compensation and benefits with confidentiality and integrity (Salaries, Pensions, Medical, GL) and work closely with the service providers on matters arising
- In partnership with the HRM, handle staff conflict, disciplinary and staff grievances
- Establish and maintain relations with Government, and relevant Labor stakeholders
- Communicate and create staff awareness on Administration and HR procedures
- Plan and facilitate staff events together with other staff teams
- Attend to staff inquiries at the office and the field
- Maintain effective liaison with finance department to ensure payroll, payments and statutory obligations are correctly met on time
- Timely submission and proper filing of statutory deductions (NSSF, NHIF and NITA) including application and follow up of NITA training reimbursement
- Maintain and update the database system for keeping track of employees’ daily attendance, leaves of absence, overtime/time-off, etc.
- Keeping records of viable/good CVs for easy retrieval during snap recruitments
- Ensure staff complete documentation and procedures associated with discharge
- Other duties assigned by the Line Manager
How to Apply:
If you meet the requirements of the above position, please send your application letter, detailed CV, phone and email contacts of three (3) reference to hr@feedthechildren.co.ke indicating the position in your subject line by 23rd September 2015.
Please note only shortlisted applicants will be contacted.