HR Systems Manager, Program Officer and Program Assistant Job at Capacity Kenya

Capacity Kenya is a USAID funded project implemented by IntraHealth International Inc. and her partners.

The goal of the program is to strengthen human resources for health systems in public, faith-based and private sectors to ensure improved delivery of primary health care (PHC) and, ultimately, to improve health outcomes for the Kenyan people.

In order to strengthen its technical team, Capacity Kenya is looking for suitable candidates to fill the following positions:

HR Systems Manager – Institutional Performance Management

Ref: IPM/10/2011

Reporting to Assistant Director for Organizational Development and HR Policy, the HR Systems Manager will be responsible for providing technical leadership to achieve a a positive and reinforcing environment that will enhance the productivity and retention of health workers.

S/he will supervise the work of Program Officers and other staff working in the result area.

S/he will coordinate all activities directed at workforce performance management systems in the public health sector, work climate improvement and promotion of productivity and retention of health workers in selected demonstration sites.

Key Responsibilities

• Review and cluster baseline findings related to retention and health workforce productivity and develop interventions in consultations with program leadership and M & E teams
• Lead the pilot exercise on selected demonstration sites to ensure that HRM interventions achieve the desired results
• Lead the implementation of work climate improvement priorities and documentation of lessons from the interventions
• Develop guidance for HRM systems strengthening through the introduction, testing, and scaling -up of workplace climate improvement interventions and strategies contributing towards health worker retention and productivity
• Provide management oversight on all interventions to improve workforce productivity and retention interventions implemented by the project
• Oversee the evaluation of demonstration projects and ensure lessons learnt are documented and replicated by the Health Ministries in Kenya
• Support the functioning of the National Steering Committee on Occupational Safety and Health at Ministries of Health
• Oversee the planning and roll out of national OSH risk assessment exercise and ensure production and dissemination of the National Health & Safety Risk Assessment Report (NHSRAP)
• Support the health ministry’s to develop a national OSH Policy and guidelines for healthy workplaces and ensure its adoption
• Provide technical support to the health ministry’s departments that handle HRM functions for the health workforce to ensure that OSH requirements are mainstreamed in the sector priorities for budgeting and resource allocation.
• Develop, write and review documents and reports such as; quarterly, semi-annual and annual reports, concept papers, trip reports in close consultation with M& E section.

Qualification and Experience

• Masters degree in human resource or in public health, health systems management and related fields, with professional HR qualification
• Minimum 5 years relevant working experience in operational human resource with focus on health and safety areas, workforce policy and planning, retention and productivity areas.
• Knowledge of relevant employment and labor laws applicable in Kenya
• Good understanding of the Occupational Safety and Health Act (OSHA2007), OSH risk assessment and hazard analysis process will be desirable
• Self starter with high standards and competence to assess priorities; manage a variety of complex activities in a time sensitive environment and meet competing deadlines
• Ability to communicate effectively both in writing and verbally
• Commitment to working closely with partner organizations on a collaborative basis
• Solid computer skills to include proficiency in wordprocessing and spreadsheet applications
• Proven ability to successfully represent a project to senior internal staff and liaise with external stakeholders, including GOK, MOH and other partners

Program Officer – Institutional HR Systems

Ref: HIS/10/2011

Reporting to HR Systems Manager - Organizational Development, the successful candidate supports overall technical planning and management of all HRM strengthening activities for key health sector institutions.

Under the guidance of the HR Systems Manager, s/he will work directly with the institutions identified by the project in strengthening their institutional HR systems to enable them to fulfill their respective mandates.

Key Responsibilities

• Offer technical support to streamline HRH policies and practices in selected health institutions including KEMSA, KMTC, DRH and NASCOP.
• Participate in comprehensive HRM capacity assessment of these institutions to unearth constraints, challenges and propose mitigation interventions.
• Provide inputs into development of institutional HRH plans, strategies and investments needed to improve their management of health workers and specified focus on HRH issues that should be addressed.
• Support the design and implementation of institutional HR strategies that would enable these institutions to adjust their HRM practices in line with the exigencies of the new constitution
• Support development of guidelines for strengthening human resource management and performance management systems in the selected health sector institutions.
• Participate in implementation of workforce performance mechanism to ensure they are institutionalized within the key health sector institutions.
• Support capacity building of Health Managers with HR mandates in selected health institutions to improve decision making for staff recruitment, deployment, development, performance assessment and retention.
• Develop tools for measuring, reporting continuous improvement of organizational performance with emphasis on HRM outputs.
• Develop activity plans, budgets and monitor usage and report in consultation with other team members
• Initiate, manage and sustain effective relationship with key stakeholders in selected health institutions working towards HR-related mutually beneficial outcomes.
• Support the selected institutions to adopt and institutionalize HRIS within their HR systems and processes.
• Develop, write and review documents such as; quarterly, semi-annual and annual reports, concept papers, trip reports in close consultation with M& E section.
• In liaison with management teams in the respective institutions, improve on governance and management practices of the selected health institutions.

Qualifications and Experience

• Bachelor’s degree in human resource, health systems or a related field with relevant working experience
• At least 3 years practical working experience in HRH strengthening and implementing performance support systems
• Demonstrated knowledge and understanding on the health workforce in Kenya.
• Knowledge of relevant employment and labor laws applicable in Kenya.
• Strong interpersonal and communication skills.
• Good project management and coordination skills.
• Previous working experience with USAID and/or PEPFAR-funded programs is an added advantage.
• Proven ability to successfully liaise with external stakeholders, including GOK/ MOH, development partners.
• Excellent oral and written fluency in English and Kiswahili.
• Solid computer skills to include proficiency using e-mails, word and spreadsheet applications

Program Assistant

Ref: PA/10/2011

Reporting to the Assistant Director the successful candidate will offer both programmatic and logistical support to ensure the smooth implementation of planned activities under the project.

S/he will be expected to provide support in development and monitoring of related work plans and budgets.

Key Responsibilities

• Provide support in maintaining a reliable and accurate budget monitoring system to ensure budget is spent in line with approved activities
• Under the leadership of the team lead, provide support in compiling the required quarterly projections, cost share reports including obtaining relevant supporting documents.
• Take minutes and document all proceedings as requested from time to time
• Work with M&E team and ensure production, printing and publication of necessary program documents and tools in relation to planning activities
• Establish and maintain easily an accessible and user friendly document retrieval system for all documents that include but not limited to power point slides, project documents, trip reports, minutes of meetings and other training materials
• Support the team leads in ensuring all staff appraisals and development issues are collated and forwarded as per appropriate timelines
• Working with the team members, ensure all field activities receive appropriate (timely, accurate and responsive) operational support in their preparation and execution
• Ensure preparation of invitations and workshop programs for mailing to the participants and follow up for confirmations through e-mail or telephone.
• Ensure requests for workshop materials are filed with the procurement officer(s) and liaise with the operations team to ensure electronics needed for the workshop are available.
• Perform any other responsibilities from time to time

Qualification and Experience

• Bachelors degree in social sciences or a diploma in management or equivalent field
• At least 2 years relevant working experience in a project or HR environment
• Ability to develop and monitor budgets in program setting
• Demonstrated competence to assess priorities and manage a variety of activities in a time sensitive environment and meet deadlines with attention to detail and quality
• Ability to work as an effective team member in a complex and fast paced environment
• Ability to communicate effectively both in writing and verbally
• Commitment to working closely with partner organizations on a collaborative basis
• Solid computer skills to include proficiency using e-mails, word and spreadsheet applications
• Good organization and coordination skills

Program Officer – Community Health Systems & HRH Development

Ref: PO/10/2011

Reporting to the Assistant Director, Community Health Systems & HRH Development the Program Officer will offer programmatic support to the managers to ensure smooth implementation of the project.

Key Responsibilities

• Provide liaison support to seconded staff under IR2, ensuring coordination for seconded staff meetings, ongoing updates on institution-wide issues and ensuring appropriate logistics support for their activities.
• Ensure timely report generation after meetings, field visits, workshops, conferences etc by the staff responsible, and their appropriate posting and circulation.
• Collating and producing monthly reports for IR2 activities and submitting them for review to the team lead within specified timelines.
• Working with M&E team, ensure all generated concept papers, proposals, best practice documents, project related reports (monthly, sub-award reports, USAID, etc) are stored and tracked efficiently.
• Working with the team lead and Senior Program Officer (SPO), ensure that project activities are tracked against the PMP and results generated are reportable against defined indicators in outcome areas.
• Reviewing the results framework as and when necessary with the SPO and program managers.
• Provide support in maintaining a reliable and accurate budget monitoring system to ensure specific budget is spent in line with approved activities and budget limits with no risk of budget overruns and under spending.
• Work with program managers to generate budget projections and alert the relevant program point persons on any under/over spending on a monthly basis.
• Under guidance from the Assistant Director Community Health Systems and HRH Development and other program teams, provides support in compiling the required Project’s cost share reports including obtaining the relevant supporting documents.
• Also track and support partner seconded staff ensure compliance with cost share reporting requirements.
• Communicate/liaise appropriately with stakeholders/partners and other players as directed by supervisor including ensuring that activities take place as planned.
• In liaison with the Program Assistant, follow up on procurement requests as pertains to IR 2 activities and update the team members.
• Coordinate with the event planners in planning for events to ensure that the participants have the right information
• Ensure the establishment and maintenance of a database of trainers, trainees ,the project participating sites and collaborating agencies including donors (records to be kept both in physical and electronic files)
• Jointly with the Assistant Director Community Health Systems and HRH Development, participate on own annual performance appraisal, identify own learning needs and personal career growth.
• Supervise and mentor project assistants and temporary hires under IR2
• In consultation with the IR2 team and operations, provide operational support to consultants engaged for IR2 activities
• Perform any other responsibilities delegated from time to time.

Qualifications and Experience

• Bachelor’s degree in social sciences or higher diploma with equivalent relevant experience. Masters degree and/or experience/training in gender issues would be an added advantage
• Good skills and understanding of training systems, monitoring and evaluation
• At least 3 years relevant experience working in an NGO environment with a focus on development, preferably in the field of health.
• Experience working with government officers at national and provincial/regional levels an added advantage.
• Self starter, takes initiative and able to quickly learn complex program procedures.
• Good analytical skills.
• Demonstrated competence to effectively prioritize and manage multiple activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
• Ability to work both as an effective team member in a complex and fast paced environment and independently on delegated assignments
• Strong verbal and written English language skills.
• Experience in preparing and managing project related documentation (process documentation, report generation, etc), including research, will be an added advantage.
• Excellent interpersonal skills and demonstrated ability to interact professionally with senior leadership (government and partners), seconded staff and/or consultants.
• Strong computer skills, particularly in MSOffice word processing, database and presentation packages

If your background, experience and competencies match the above specifications please send your detailed CV indicating daytime telephone numbers, address and names of three referees to the address below not later than November 15, 2011, quoting the position reference on both the envelope and application letter:

Project Director
IntraHealth International Inc
Unga House, Muthithi Road, 7th Floor
P.O. Box 66726 – 00800
Nairobi

Email: jobskenya@intrahealth.org

Only short listed candidates will be contacted.

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