Mercy Corps HR Assistant Job in Nairobi Kenya

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities.  

Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.  

Mercy Corps is looking for committed and dynamic individuals to take up the following position:

Human Resources Assistant - Nairobi

Department Summary:
 

The Operations department is currently undergoing a significant restructuring as a result of the recently prepared Functional Analysis. 

The new structure of support functions intends to follow PALM recommendations within current budget constraints. 

The Human Resources Manager position has been created in line with the above activities and is expected to cover HR functions only, with special emphasize on staff retention and capacity building.

General Position Summary:
 

Implement human resources procedures and policies in Kenya as outlined in the Mercy Corps Field Administration Manual and the Mercy Corps Kenya National Staff Policy Handbook; 

Assist in the achievement of MC program objectives with the facilitation of recruitment, remuneration and staff development across all teams in Kenya.

Essential Job Functions:

• Identify weaknesses in current HR systems. Advise supervisor on outstanding issues and assist in designing and implementing, as required;                                      
• Responsible for   maintaining personnel files for all staff – including recruitment documents, CVs, valid contracts, PAFs,  timesheets, employee data sheets, disciplinary papers and  performance evaluations; Ensure confidentiality regarding personnel activities and personnel data;
• Periodically audit and archive or destroy dated information, including employee and applicant files, in accordance with national law;
• Establish, maintain and archive the Job files and Application files for all new positions;
• Ensure the recruitment of national staff adheres to the standing Recruiting Policies and Procedures of Mercy Corps;
• Ensure participation of HR Department in interviews for new staff;
• Ensure Salaries and benefits adhere to Mercy Corps Kenya salary scale and standing protocols;
• Ensure Mercy Corps Kenya national Staff Policies strictly adhere to Kenya Labor Law as applicable;  This includes payment of appropriate taxes, benefits etc.;
• Maintain a tracking system for all types of leave of all employees;
• Maintain up-to-date staffing lists by program and department;
• Ensure that employee performance evaluations are completed as scheduled;
• Ensure that all national staff have an up-to-date relevant job description;
• Maintain annual holiday schedule including determination of exact holidays in advance of the holiday (as possible) and inform all staff;
• Coordinate coverage for operations during annual leave of key national staff. Create and implement a job-shadowing network for MC Kenya;
• Process the monthly timesheets for all staff including collection, review and compilation into payroll; train new staff on timesheet procedure;
• Process monthly payroll in conjunction with finance staff and ensure payroll is delivered in a timely manner to all provinces;
• Ensure all national staff receive Mercy Corps made I.D. cards;
• Identify training options in-country to meet the training-needs of Mercy Corps Kenya staff;
• Assist with operational budget for staff coverage as requested;
• Accountable for the orientation of all new, national staff on Mercy Corps Kenya systems, policies and procedures. Orient new staff on the MC online learning tools and MC specific websites;
• Ensure all new staff receive copies of the Kenya National Staff Policy Handbook and are alerted to benefits.  Continue with support and advice on policies, as required;
• Advise staff (national and international) on disciplinary procedures;
• Advise staff (national and international) on salary increment policies and procedures;
• Assist field office management in conducting or arranging for trainings and/or other human resource development activities;
• Ensure appropriate and timely clearance of terminated employees, as per MC Kenya policies and procedures;
• Participate in disciplinary, hiring and termination meetings with program staff upon request;
• Maintain confidentiality of all national staff personnel issues including disciplinary procedures and contracts/ pay rates;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
• Other duties as assigned;
• As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

Supervisory Responsibility: Human Resources Assistant

Accountability: Accountable for following the Kenya Labor Law, the policies and procedures as outlined in the Mercy Corps Field Administration Manual and in the Mercy Corps Kenya National Staff Policy Handbook.

Reports Directly To: Deputy Country Director
 

Works Directly With: Operations Manager Nairobi; Program managers; Program Team – All field office; Human resources staff in all field office; the Operations and the Finance team.

Knowledge and Experience:

• University degree in Business Administration or relevant field. 
• Minimum 5 years’ experience with office administration and human resources management; computer skills are required, must be able to follow guidelines and able to reinforce organizational policies; 
• Fluency in English and Kiswahili (written and spoken). 
• Solid communication skills and decision-making capabilities based on analytical skills and critical thought processes.

Success Factors:

• A positive attitude and an ability to work effectively as part of a dynamic team in a stressful environment;
• Detail-oriented;
• High degree of emotional intelligence;
• Excellent skills in problem-solving and in results-oriented approach to HR management;
• Ability to productively work as a member of an overall project and country team and as an individual;
• Ability to provide adequate technical support to field human resources staff;
• Detailed knowledge of the Kenya Labor Code.

How to apply

Interested candidates who meet the above required qualifications and experience should submit on or before November 30, 2012 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org

Applicants must clearly indicate on the email subject; The position and location they are applying for, e.g “Human Resources Assistant Nairobi Kenya”

Applications without the right subject heading will be automatically disqualified.

Please do not attach any certificates.

ONLY Qualified short-listed candidates will be contacted

Read More

Mercy Corps Administration Officer Job in Nairobi Kenya

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities. 

 Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.  

Mercy Corps is looking for committed and dynamic individuals to take up the following position:

Administration Officer - Nairobi

General Position Summary:
 

The Administration Officer will work closely with MC Kenya team to support Mercy Corps programming and administration work in Nairobi by following Mercy Corps procedures as outlined in the national staff policy handbook and Mercy Corps Field Administration Manual. 

The Administration Officer ensures that all technical, administrative and management systems and standards agreed upon for the agency is adhered to.

Essential Job Functions:

Administration

• Ensure MC management in Kenya Country mission has smooth flow of routine, administrative work of the Mercy Corps office and program support operations;
• Must have a clear understanding of all MC policies and program needs; must be able to help facilitate trainings to all support staff to ensure the smooth, uninterrupted implementation of all MC administration policies;
• Ensure the adherence to Mercy Corps administrative procedures and staff policies. Provide training and guidance to all staff, as needed;
• Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies;
• Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance;
• Responsible for maintaining staff list for all MC Kenya Offices – ensuring all contact details are updated on monthly basis and distributed to MC staff in all other MC offices;
• Establish and maintain appropriate filing systems for official correspondence;
• Responsible for proper functioning and maintenance of the office equipment and other office facilities;
• Process monthly office utility payments in a timely manner;
• Ensure the office has a valid lease agreements;
• Liaise with landlord on all office repair works and seek written approval of landlord for major repair and for structural changes of property;
• Ensure property files are up to date;
• Manage and update records of kitchen supplies;
• Maintain an emergency stock of office stationary and other supplies. Update records accordingly;
• Ensure and distribute to all staff, their monthly mobile phone airtime as per approved allocation;
• Ensure that staff attendance book is maintained; alert supervisors to poor attendance records of relevant staff;
• Coordinate travels of MC staff and visitors, consultants. Ensure all staff have got approved TAs prior to their travel. Book international and domestic flights, make hotel reservations and transport arrangements on behalf of travelers.
• Coordinate travel dates, accommodation and transport requirements with other relevant Administration personnel across Mercy Corps Kenya offices to ensure smooth travel;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
• Other duties as assigned;
• As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

Supervisory Responsibility: Admin Assistant/Receptionist; Office Assistant (Cleaner)

Accountability: Mercy Corps Field Administration Manual and the Mercy Corps Kenya National Staff Policy Handbook

Reports Directly To: Operations Manager
 

Works Directly With:, Operations and Program staffs; Coordinates travel arrangements with other field office administration personnel

Knowledge and Experience:

• Diploma in Business Administration/Management desirable
• Excellent writing and communications skills   
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• 2 – 3 years relevant administrative experience preferably with International NGO is highly desirable.
• Excellent computer skills (Outlook express, MS Office, emails).
• Good interpersonal skills, ability to multi-task and self manage
• Ability to work with multi-ethnic team in a culturally appropriate manner
• Must have a good command of English in both oral and writing skills
• Be able to interact with partners and peers

Success Factors:

• Excellent problem solving skills and ability to act as intermediary between program and operations staff to ensure smooth work flow while maintaining a balance between program implementation and compliance with Mercy Corps and donor policies.
• Conscientious with an excellent sense of judgment
• Awareness of and sensitivity to multi-cultural international development work.
• Proven ability to follow procedures and meet deadlines.
• Commitment to transparency, accountability and compliance with donor, organizational and national policies and regulations
• Team player

How to apply
 

Interested candidates who meet the above required qualifications and experience should submit on or before November 30, 2012 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org

Applicants must clearly indicate on the email subject; The position and location they are applying for, e.g “Administration Officer Nairobi”

Applications without the right subject heading will be automatically disqualified.

Please do not attach any certificates.

ONLY Qualified short-listed candidates will be contacted

Read More

Mercy Corps Human Resource and Admin Officers Jobs in Kenya

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities.  

Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.  

Mercy Corps is looking for committed and dynamic individuals to take up the following positions.

Human Resource and Admin Officer 

(2 Positions) - Eldoret and Thika

Department Summary:
 

The Human Resource department manages Mercy Corps compensation and benefits, training and development, employee relations, and recruitment and selection and new employee orientation.
 

General Position Summary:
 

The Human Resources Assistant is responsible for maintaining the MC Kenya HR files according to procedure and process monthly payroll.

Essential Job Functions:

• Serve under the direction of the Human Resources Manager to process and properly document all daily HR activities, efficient and timely manner;
• Assist in processing of employee timesheets into a routine, monthly payroll – in cooperation with Finance Officer;
• Responsible for tracking annual leave days, R&R and other benefits/allowances, as per Mercy Corps Kenya policy. Ensuring all leave days are reflected on payroll;
• In cooperation with program management, ensure the validity of timesheets and monthly compensations. Advise and undertake training when necessary;
• Responsible for processing the monthly payroll of service contractors / temporary hires;
• Responsible for ensuring the HR files and documentation of all MC Kenya staff are current and complete;
• Assist in providing Position Descriptions to management for the recruitment of new positions;
• If needed, participate in the recruitment of new staff to the MC Kenya office – as per MC procedure;
• Assist management in the day to day upholding of all MC procedures – in particular, National Staff Polices and Recruitment Procedures; 
• Responsible for clearing all departing staff as per MC policy;
• Assist management in implementing pay changes, evaluations and other financial activities that are reflected on payroll or in employee files;
• Adherence to all MC policies and procedures as outlined in MC policies and procedure manuals;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
• Other duties as assigned.
• As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

Supervisory Responsibility: None

Accountability: Accountable for following the Kenya Labor Law, the policies and procedures as outlined in the Mercy Corps Field Administration Manual and in the Mercy Corps Kenya National Staff Policy Handbook.
 

Reports Directly To: Human Resources Manager
 

Works Directly With: Program, Finance and Operation team members

Knowledge and Experience:

• University degree in administration and/finance or relevant experience; 
• Fluency in written and spoken English. 
• Strong organizational skills, 
• Computer skills are required.  
• Solid communication skills and decision-making capabilities based on analytical skills and critical thought processes.

Success Factors:

• Attention to details
• Ability to work with a diverse group of people
• Cultural sensitivity

Knowledge and Experience

• Degree in Business Administration, Psychology or other relevant University degree;
• Minimum 3 years’ experience in human resources and general administration preferably in the NGO sector will be an added advantage.

How to apply

Interested candidates who meet the above required qualifications and experience should submit on or before November 30, 2012 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org

Applicants must clearly indicate on the email subject; The position and location they are applying for, e.g “Human Resource and Admin Officer Eldoret / Thika”

Applications without the right subject heading will be automatically disqualified.

Please do not attach any certificates.

ONLY Qualified short-listed candidates will be contacted

Read More

NGO Administration Officer Job in Nairobi Kenya

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities. 

 Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.  

Mercy Corps is looking for committed and dynamic individuals to take up the following position:

Administration Officer - Nairobi

General Position Summary:
 

The Administration Officer will work closely with MC Kenya team to support Mercy Corps programming and administration work in Nairobi by following Mercy Corps procedures as outlined in the national staff policy handbook and Mercy Corps Field Administration Manual. 

The Administration Officer ensures that all technical, administrative and management systems and standards agreed upon for the agency is adhered to.

Essential Job Functions:

Administration

• Ensure MC management in Kenya Country mission has smooth flow of routine, administrative work of the Mercy Corps office and program support operations;
• Must have a clear understanding of all MC policies and program needs; must be able to help facilitate trainings to all support staff to ensure the smooth, uninterrupted implementation of all MC administration policies;
• Ensure the adherence to Mercy Corps administrative procedures and staff policies. Provide training and guidance to all staff, as needed;
• Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies;
• Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance;
• Responsible for maintaining staff list for all MC Kenya Offices – ensuring all contact details are updated on monthly basis and distributed to MC staff in all other MC offices;
• Establish and maintain appropriate filing systems for official correspondence;
• Responsible for proper functioning and maintenance of the office equipment and other office facilities;
• Process monthly office utility payments in a timely manner;
• Ensure the office has a valid lease agreements;
• Liaise with landlord on all office repair works and seek written approval of landlord for major repair and for structural changes of property;
• Ensure property files are up to date;
• Manage and update records of kitchen supplies;
• Maintain an emergency stock of office stationary and other supplies. Update records accordingly;
• Ensure and distribute to all staff, their monthly mobile phone airtime as per approved allocation;
• Ensure that staff attendance book is maintained; alert supervisors to poor attendance records of relevant staff;
• Coordinate travels of MC staff and visitors, consultants. Ensure all staff have got approved TAs prior to their travel. Book international and domestic flights, make hotel reservations and transport arrangements on behalf of travelers.
• Coordinate travel dates, accommodation and transport requirements with other relevant Administration personnel across Mercy Corps Kenya offices to ensure smooth travel;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
• Other duties as assigned;
• As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

Supervisory Responsibility: Admin Assistant/Receptionist; Office Assistant (Cleaner)

Accountability: Mercy Corps Field Administration Manual and the Mercy Corps Kenya National Staff Policy Handbook

Reports Directly To: Operations Manager
 

Works Directly With:, Operations and Program staffs; Coordinates travel arrangements with other field office administration personnel

Knowledge and Experience:

• Diploma in Business Administration/Management desirable
• Excellent writing and communications skills   
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• 2 – 3 years relevant administrative experience preferably with International NGO is highly desirable.
• Excellent computer skills (Outlook express, MS Office, emails).
• Good interpersonal skills, ability to multi-task and self manage
• Ability to work with multi-ethnic team in a culturally appropriate manner
• Must have a good command of English in both oral and writing skills
• Be able to interact with partners and peers

Success Factors:

• Excellent problem solving skills and ability to act as intermediary between program and operations staff to ensure smooth work flow while maintaining a balance between program implementation and compliance with Mercy Corps and donor policies.
• Conscientious with an excellent sense of judgment
• Awareness of and sensitivity to multi-cultural international development work.
• Proven ability to follow procedures and meet deadlines.
• Commitment to transparency, accountability and compliance with donor, organizational and national policies and regulations
• Team player

How to apply
 

Interested candidates who meet the above required qualifications and experience should submit on or before November 30, 2012 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org

Applicants must clearly indicate on the email subject; The position and location they are applying for, e.g “Administration Officer Nairobi”

Applications without the right subject heading will be automatically disqualified.

Please do not attach any certificates.

ONLY Qualified short-listed candidates will be contacted

Read More