Diakonie Emergency Aid seeks to recruit a HR/Administrative Officer

Diakonie Emergency Aid – Regional Office Nairobi seeks to recruit a suitable candidate to fill the position of HR/Administrative Officer

Reports to: Finance and Administration Manager

Tasks of this position (amongst others)

Human Resource Management

• Recruitment support – co-ordinate all regional office staff recruitment process (Regional Office; Country offices Somalia Crisis, Ethiopia, southern Africa, and South Sudan) from vacancy advertisements, scheduling interviews, preparation of appropriate interview documents, liaising with candidates and reference checks in collaboration with heads of respective offices & appointed external HR Consultant.
• Employment contracts – Preparation of employment contracts, Consultants, interns etc. for all the offices under the Regional Office
• On boarding – in collaboration with the Capacity Building and Knowledge Management desk: develop and execute comprehensive, well documented and Orientation Session to ensure good new employee experience
• HR functions coordination – Support to the RD in drafting job descriptions, Performance appraisals, Training, terminations/resignation letters, exit interviews, consultancy contracts, job description database etc. in line with the labour laws
• Benefits and staff welfare – Focal point for medical insurance and medical evacuation cover for staff in all offices under the Regional Office ensuring timely renewals, additions and deletions as appropriate and supporting staff with related inquiries
• Leave management – Validation of staff leave days and ensure compliance with labour laws and organizational policies.
• HR Records management and data protection – Maintain systematic HR databases and filing systems (incl. staff lists, leave register, etc.) and update all human resource records & documentation for the regional office
• HR Advisory – Provide HR guidance and consultative support to the Head of Mission and Managers.
• Payroll – Timely liaise with finance on all human resource changes & updates.
• Compliance – Timely annual submissions to NEA (National Employment Authority) and other compliance related matters including HELB.
• Employee relations – In collaboration with other departments and Focal Point: develop initiatives to foster positive work environment, ensure timely conflict and grievance resolution and Disciplinary management in line with policy and Labour law.
• Policy review and compliance – Participate in the regular review of HR policies and ensure compliance with labour laws.

NGO Board Compliance and Immigration support

• Focal point for all communication and correspondence with NGO Board
• Focal point for work permit applications for expatriate staff as well related dependent pass and alien card (foreign national certificate) applications, ensuring all expatriate staff have proper documentation;
• Management of filing system for expatriate’s work permit documentations and all related documentation
• Support role for board meetings e.g. communications, filling & timely submission of updates of board meeting resolutions, constitutional amendments, change of signatory etc.

Office Administration

• Draft routine correspondence in respect to relevant administrative & organizational matters.
• Lead for all office compliance documentation.
• Ensure monthly, quarterly & annual utility payment’s- e.g. Lease agreements for Regional Office in Nairobi and Somalia Crisis Program, Nairobi office premises, Office liability insurance etc. including keeping track of expiry dates, advise & action on renewals on timely basis.
• Provide administrative support in all Regional office legal agreements
• Administrative support for consultant contracts for outsourced services
• Keep records for all office access cards, office door keys & manage the automated office door access system records
• Preparation & issuance staff identification cards & office access cards.

Finance Support Tasks

• Handle all office petty cash
• Support the finance department in preliminary data entry on QuickBooks.
• Prepare and organize financial documents, assist in bill management and external audit compliance

Qualifications

• Bachelor’s degree and Certified qualification/ Diploma in Human Resource Management is a must
• Member of the Institute of Human Resource Management Kenya
• Business/ accounting (CPA 2) related degree or certification in professional courses e.g. ICPAK
• At least 3 years’ relevant experience in an international NGO
• Demonstrated experience in work permit applications & Immigration department related engagements & correspondence.
• Experience in corporate communications