HR & ADMIN TEAM LEAD

JOB PURPOSE:

Reporting to the GM, the HR and Admin Team Lead will implement Human Resource and Administration policies and procedures that include recruitment and selection, learning and development, compensation and benefits, employees’ discipline and General Office Administration among others.

DUTIES AND RESPONSIBILITIES

HR FUNCTIONS

1. Coordinate and support in all HR functions including and not limited to recruitment, compensation and benefits, learning and development, HR audits, payroll management, separation, employee discipline, record keeping, on-boarding / induction, and employee welfare.
2. Development and implementation of policies and procedures and create staff awareness.
3. Manage the performance management system by implementing the policies and strategies to create a performance-driven culture in the society.
4. Implement the reward, incentives and sanctions policies and strategies.
5. Chair Health and Safety committee meetings and ensure that risk assessments are in place and that recommendations are implemented.
6. Providing advisory and support services to managers in people management matters including; leave, illness, conflict resolutions, disciplinary issues, Counselling, welfare and safety.
7. Advise management on the legal and other implications resulting from HR-related decisions.
8. Perform training needs analysis to identify the skills gaps and recommend the appropriate training. 
9. Spearhead the quarterly appraisal process by participating in the performance meetings or discussions, profiling and ensuring that the appraisal documents are signed by the line manager and the staff each has an output performance letter before handing them over to the HR office for filling.
10. Ensure timely preparation and submission of accurate HR & Administrative reports and budgets on a weekly, monthly, annual or adhoc as may be required.

Administration Functions

1. Provide logistics support to workshops and office meetings by facilitating all booking arrangements.
2. Collaborate with the cleaning service provider to ensure cleanliness and fumigation of the offices.
3. Coordinate the planning and management of visitors, for Nairobi Office.
4. Maintain staff and administration files in an organized manner.
5. Manage office space, ensure that all health and safety measures are implemented, communicated and monitored.
6. Manage correspondences to and from partners.
7. Maintain register of various annual and bi-annual – physical and digital renewals, and ensure they are done within timelines.
8. Manage bookings of shared facilities like board room and meeting rooms.
9. 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.
10. Maintain the office store and ensure proper supply of stationery stock, office supplies for office use.
11. Maintain the assets register in liaison with the Finance Department.
12. Manage insurance provision for the work-force, furniture and equipment.

Other Roles

1. Set very clear targets for your function every year start and have it signed off.
2. Objectively review own performance every quarter with the GM against agreed-upon objectives and competencies, sign-off the performance tool and proactively seek feedback.
3. Advise the GM on new trends within HR & Admin space to ensure he / she is abreast of the environment and makes informed decisions.
4. Execute your assigned roles within stipulated timelines to maintain the defined TAT for your functions.
5. Execute your roles to ensure that all legal, regulatory ordinances, codes and policy obligations for the county and national authorities including SASRA, Data Protection and other relevant authorities are adhered to.
6. Objectively engage with Departmental heads to receive their views and give your advice on matters that relate to HR & Admin.
7. Assume other special activities and responsibilities from time to time as assigned by the GM.

Qualifications & Competencies

1. Bachelor’s degree in any of the following disciplines: – Human Resource Management / Development, Business Administration, or equivalent qualifications from a recognized institution;
2. Member of the Institute of Human Resource Management (IHRM).  (Kenya) with a Valid practicing certificate;
3. Minimum 3 years of relevant professional experience.
4. Ability to multi-task, prioritize and pay attention to detail.
5. Hands-on experience in implementing and maintaining office systems and procedures.
6. Exceptional customer service skills, including interpersonal skills and communication skills.
7. Be informed and keep up to date with the Kenyan Labor laws.
8. Work to improve communication, cooperation and planning in the Human Resources Office.
9. Use discretion and maintain confidentiality at all times.