Human Resources and Administrative Officer Job Development Pathways

Purpose

This position will be embedded within the Operations Team of Development Pathways and will manage the operations, logistics and administrative tasks of the Kenya Office in Nairobi. This post will also work with the Group Human Resources Manager to ensure Kenya Office Human Resource operations and practices, including staff development and well-being are provided in line with Company expectations, including being responsible for Health and Safety aspects of the office.

Main Responsibilities and Duties

General Office Administration, Management and Quality Assurance

• Work with the company-wide operations team (across the UK, Jordan, and Kenya) in the development and implementation of the policies, procedures and processes that are relevant to the Kenya Office and ensuring staff awareness.
• Responsible for the smooth running of the Kenya Office and managing the office space, premises, furnishings and anything related to the smooth and efficient running of the office in a safe and cost effective manner.
• Create alignment and identify opportunities for best practice to be applied.
• Maintain office service agreements and monitor performance, taking action to improve where necessary.
• Coordinate and monitor office operating costs in line with budgets.
• Maintain an up-to-date communications list for the staff and providers.
• Oversee premises and lease management for the office – will be the point of contact with the landlord.
• Manage the office space and premises refurbishment as and when required, and if necessary, relocation management of the Nairobi Office.
• Ensure that all office cleaning and general maintenance is carried out.
• Create and implement effective administrative systems that demonstrate timeliness, transparency and efficiency.
• Reporting to wider company on Kenya Office matters, either through the operations team or wider, e.g., public holidays, news bulletin, etc.
• Focal point for any communications regarding the Kenya Office.
• Point of contact on legal and insurance requirements of the office premises, including dealings with the law firm, under guidance of the Group Human Resources Manager or the Head of the Kenya Office.

Human Resource Operations

• Work closely with the Human Resources Manager in the implemention and staff compliance of human resource policies and procedures for the Kenya Office.
• Support in the management of employee records and contracts especially the recording and updating of employee data.
• Coordinate and support in Human Resource related duties for the Nairobi office such as recruitment, onboarding (induction) and off-boarding.
• Supporting the Human Resources Manager by contributing and carrying out training as and when required, which also includes first aid and health and safety aspects.
• Contracting of external support staff, following company contracting procedure.
• Management of other DP office staff welfare, transport, safety and security, when visiting Kenya.
• Manage and organise the Kenyan office employees’ welfare requirements, e.g. all insurances, safety and wellbeing, social events, training.
• Responsible for the Krystle Kabare Scholarship recruitment and recipient.
• Supporting the Internship procedure as and when required.

Health and Safety

• Ensure all Health and Safety measures are implemented, communicated and monitored. This includes ensuring all Kenya Office employees and visitors are kept safe and following all safety protocols, including those related to first aid.
• Focal point and responsible for Health and Safety.
• Manage and coordinate appropriate Health and Safety Training and fire drills.
• Ensure that full office security measures are in place at all times, including for staff and visitors.
• Ensure the Office premises comply with legislative requirements.
• Strong management of support staff within the Kenya Office to ensure Health and Safety procedures are carried out. This includes training, monitoring the quality and delivery of outputs. Such management will include employees such as the cleaner and driver and any other externally contracted staff.
• Office Procurement and Asset Management
• Participate in the negotiation and procurement of office services and supplies in line with the procurement policy and processes, receive deliveries from suppliers and keep accurate records.
• Responsibility for the stock taking and maintaining all office supplies in a timely and cost effective manner.
• Responsible for replenishing, maintaining, quality assurance, cost effective management, assignment and problem solving concerning all office assets and equipment within the Kenya Office, e.g., IT equipment (laptops, monitors, printer, etc.), transport (through management of driver), utilities, security, and anything else.
• Manage local insurance provision for equipment, assets and all other existing insurances.
• Responsible for Kenya Office asset registration.
• With the support of the IT coordinator, assignment of company laptops and ensuring they are set up with Iglu Tech.
• Implement and manage quotes and service provider relationships with all service providers and suppliers.
• Logistical, Travel and Visitor Management
• Liaising with programme management to ensure employee’s travel logistics, including safety and security management is on track, when employee’s in or from the Kenya Office are on field missions.
• Lead in the organisation of meetings, conferences and workshops held by Development Pathways which could include sourcing and securing venues, issuing invitations, arranging food and refreshments and accommodation.
• When required, support staff and consultants with travel arrangements, including flights, accommodation and visa needs.
• Organise Kenya Office staff social events.
• Point of contact for insurance claims if a problem arises, e.g. medical insurance.
• Show ability to adapt and modify procedures or plans arising from crisis or improvement needs.

Finance Support

• Manage the day-to-day running of the Kenya Office, which include raising invoices for any office procurements, making payments (through petty cash or through the Finance Manager), maintaining a clear filing system, budgeting and reconciliation.
• Manage the petty cash in a transparent manner by keeping clear and detailed records with receipts.
• Budgeting submitted monthly to the Group Finance Manager.
• Manage certain banking requirements, e.g. withdrawal of petty cash or payment of statutory payments.
• When required, raise external invoices as instructed by the Finance Manager or Head of Kenya Office.
• When necessary, provide assistance or information to the Finance Manager.
• Other tasks as and when required to meet the needs to be business.

Skills, Behaviours and Competencies

The Human Resources and Office Administrator will require the following skills, competencies and behaviours:

• An undergraduate degree in Business Administration or Human Resource Management or other relevant qualifications and experience in Business Administration and Human Resource Management.
• 3+ years’ experience in Human Resource Management and Office Administration.
• Demonstrable well-developed interpersonal communication skills with the ability to build rapport with others and convey ideas in a clear, logical and understandable manner.
• Strong understanding of Human Resource procedures and standards.
• Excellent time management with the ability to prioritise, plan and organise workflow to tight timeframes, handle multiple tasks, and be flexible with changing priorities.
• Proven ability to resolve problems, anticipate barriers and create practical solutions.
• Demonstrable attention to detail to ensure quality and standards of work are maintained.
• Ability to build and maintain working relationships with a broad range of staff and clients.
• Excellent team working, negotiation and collaboration skills.
• High IT proficiency (Microsoft Office (Word, Excel), SharePoint, etc.)
• Adaptability to change in order to keep everything running smoothly.
• Excellent time management skills.
• Demonstrable capacity to coordinate.
• Excellent verbal and written skills in English.

Terms of Employment and Benefits

Recruitment will be at the junior level and is a permanent and full-time post. Along with basic salary, the successful candidate would receive an attractive package of the following:

• Fulfilling work – working to make a difference to some of the world’s most under-served communities.
• Flexible working – Development Pathways offers employees flexible work hours and remote work options.
• Generous time off – recharge with 26-holiday entitlement plus public/bank holidays.
• Excellent health and well-being provision – access to the comprehensive medical insurance cover that includes in-patient, out-patient, dental and optical cover and an employee assistance programme.

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