Islamic Relief HR & Admin Officer Job in Nairobi, Kenya

Islamic Relief Worldwide

Regional Office East Africa 
 

Vacancy: HR & Admin Officer

Base Location: Nairobi, Kenya
 

Reporting To: Regional HR Manager 

Line Management Responsibilities: Support Staff in Regional Office

Dimension and Scope of the Role: Islamic Relief Worldwide is an International NGO with headquarters in Birmingham, United Kingdom. IR works towards to alleviation of poverty and reducing the suffering of the world’s poorest population regardless of race, religion or gender. Islamic Relief has its programmes in over 35 countries worldwide. 

The East Africa Regional Office has been established in 2011 in Nairobi with the aim to improve the quality of our programmes, consolidate our learning to ensure lasting benefits for the communities, further relations with the humanitarian actors, donors, governments, and civil society organisations. 

Through its field offices in East Africa, IRW increases the organisation’s ability to tackle poverty by developing and fostering partnerships and institutional relationships effectively and proactively, and by ensuring transparent and timely reporting to the organisation’s donors

Job Purpose: The position is responsible to assist Regional HR Manager for the smooth administrative and HR function in IRW East Africa Regional Office. 

The role is mainly responsible for operational support in HR, Admin and external Liaison to facilitate the Regional Office Team by ensuring compliance as per IRW policies and procedures.

Key Working Relationships

• Regular coordination with Regional HR Manager & Regional Director
• Regular contact with admin/HR/Logistics colleagues in the region office.
• Regular contact with relevant service providers, Government departments etc.

Key Accountabilities
 

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff.

Human Resources:

• Provide assistance to RHRM in local / national recruitment i.e. preparing and uploading job adverts etc.
• Providing support to RHRM on tracking and monitoring applications, scheduling and coordinating on recruitment process up to selection of candidates.
• Assisting RHRM on preparing induction plan for new joiners in Regional Office.
• Maintain regional staff files for the EA region and assisting RHRM in drafting HR documents (including contracts, extensions, termination etc.).
• Managing the leave record of the regional office team.
• Assist local staff in respect of benefits (medical cover, pension etc);
• Support Regional HR Manager in processing visa’s, work permits and government clearances for East Africa Regional Staff.
• Provide support to RHRM in compiling EA country HR reports ( KPI, Quality standards, Quarterly reports etc);
• Coordinating with finance on local staff payroll management.
• Assist the Regional HR Manager in ensuring compliance with HR policies in the EA Regional Office.
• Coordinate HR events, trainings, meetings.

Office Administration:

• Assist RHRM on admin related matters and contribute to development of administrative policies for EA RO.
• Supervise administration staff based in Regional office and ensure efficient services of front desk.
• Provide administrative support to regional team as needed.
• Maintain service contact with different service providers (i.e., hotel, venue, travel agent, etc.), including processing payments to vendor/service providers.
• Maintain and update inventory records of EA Regional office assets and equipment.
• Ensure proper maintenance of leased facilities
• Oversee the maintenance and reconciliation of cash flow in petty cash
• Assist Regional HRM in facilitating international staff housing, travel, visa and immigration related matters.
• Ensure the proper vehicle management, maintenance and insurance of regional office vehicles.
• Provide support to regional team in procurement of equipment for RO staff and coordinate with finance team accordingly.
• General assistance to the Regional HR Management Team.

Person Specification: It is essential that the post holder shows a good understanding and sympathy with the Islamic values and principles as well as commitment to Islamic Relief Worldwide’s vision and mission.

Qualifications, Skills and Experience:

• University degree in Human Resources Management, Business Administration, Social Sciences, or other related academic discipline, and/or a postgraduate specialisation in Human Resources management
• Minimum three years’ experience in HR/admin or liaison roles at same level in a corporate or NGO environment.
• Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities in both development and emergency contexts
• In-depth knowledge of employee relations, current Kenyan employment legislation and ability to maintain models of good employment practice
• Experience in performance management, capacity building and setting frameworks and systems for staff development
• Demonstrated credibility with colleagues and stakeholders at all levels of an organization
• Excellent oral and written communication skills in English
• Strong interpersonal skills with the ability to demonstrate skills in leading a multi- disciplined team through a period of change
• Competent level skills in core IT applications, particularly MS Office
• High level of commitment  to  and  understanding  of  IR’s  vision, mission and values
• Be a member of or affiliated to relevant professional organisations.

Please send us your cover letter and detailed CV, including your qualifications and experience. 

Your application should also include names and addresses of three referees, a working e-mail address and daytime telephone contacts. 

The forwarding e-mail and cover letter must clearly indicate the position title on the subject line. 

Send your application to Hr.kenya@islamic-relief.or.ke by Friday 28th November, 2014. 

Please note that only shortlisted candidates will be contacted.