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Human Resource Intern
Transparency International-Kenya (TI-Kenya) is part of the Transparency International group that is a non-partisan coalition of individuals with a shared vision of corrupt free world.
Duties and Responsibilities
1. Provide support to supervisor and staff to develop the skills and capabilities of staff.
This includes:
Ensuring that accurate job descriptions are in place for all staff
Identifying training and development opportunities
Organizing staff training sessions, workshops and activities
Processing employee requests for outside training while complying with polices and Procedures
Organizing and overseeing staff orientations
2. Coordinate staff recruitment and selection process in order to ensure a timely organized and comprehensive procedure for hiring staff.
This includes:
Scheduling and organizing interviews
Administering aptitude, personality, interest and written tests
Conducting reference checks on possible candidates
Informing interviewed candidates of the interview verdict
Conducting exit interviews
3. Monitor staff performance and attendance activities.
This includes
Monitoring staff daily attendance and follow up on patterns of absences
Monitoring scheduled absences such as holidays or travel and coordinate actions to ensure the staff absence has been adequately covered off to ensure continuity of services.
Informing affected staff of unexpected absences from work and coordinate actions ensuring the continuity of services such as cancellation of events.
4. Provide information and assistance to staff on human resource and day to day work related issues.
5. Maintain the HR calendar: Schedule for renewals of HR services such as medical insurance, WIBA, Trainings due, leave days due, procurements due, schedules of interviews etc.
6. Assist in the filing of employee records and general HR related matters. Maintain and update staff records when events occur e.g. marriages, birth of children etc.
7. Spearhead employee safety, welfare, wellness, and health as stipulated in the Occupational Health and Safety Act.
8. Prepare reports such as absences, exits, etc as required from time to time.
Qualifications
A Bachelors Degree in social sciences with specialization in Human Resources
Work experience is not necessary
Competencies
Must maintain confidentiality, use sound judgment and perform independently
High standards of conduct
Possess cultural and political awareness and sensitivity
Flexible
Excellent communication skills
Proficiency in the use of MS Office packages
How to Apply:
Interested and qualified candidates are requested to submit one document as an attachment (combining the application letter and CV with at least three professional referees) by email on/before close of business to: hr [at] tikenya.org
Please indicate 'HR Intern' as the subject of your email applications.
Do not attach your testimonials or certificates.
Only shortlisted candidates will be contacted.
Administration Officer
Duties and Responsibilities
Maintain TI Kenya’s contacts database. Maintain and keep updated records of TI Kenya donors, partners, coalitions, fellow CSOs etc. Disseminate information to the relevant parties at the earliest time. Research and share information and feedback from stakeholders with TI Kenya.
Manage administration workflow. Schedule and assign administration tasks, study and implement cost reduction methods in task execution and develop reporting procedures for administration work.
Maintain clear one on one relationships with suppliers for all services rendered by TI Kenya, schedule renewals of contracts with suppliers.
Maintain supplies inventory by checking stock to determine inventory levels; anticipating needed supplies; placing and expediting orders for supplies and verifying receipt of supplies.
Maintain accurate records of administration tasks (both past and present). Forecast scheduled appointments. This includes schedules for office cleaning, repairs, maintenance of the printers etc.
Ensure that the office is clean, secure and safe at all times.
Manage the TI Kenya reception area: Ensure that the reception is spotless, manage the PABX / switchboard effectively, respond to general enquiries and attend to walk in visitors, receive incoming calls and forward to relevant extensions/take messages for those absent.
Receive and responds to all inquiries made at the reception by providing directions, instructions, promotional materials, or other general information or referring such inquiries to the appropriate persons
Keep records of staff diaries: birthdays, absences, births etc in the staff diary.
Ensure that all statutory deductions are remitted in time.
Handle all incoming and outgoing mail functions; including recording of all incoming mails and cheque dispatches
Ensure that the telephones, water and sanitation facilities are well maintained.
Manage the travel schedule of TI Staff. This includes booking flights for staff and visitors invited to various meetings and forums. Manage the logistical challenges encountered by TI Kenya visitors travelling into Kenya.
Make a Rota of staff meetings, take down minutes during staff meetings, circulate them and highlight action points to specific staff. Keep proper records of all staff meetings.
Prepare administration quarterly reports: This include but are not limited to: office supplies usage, calls received and concerns noted, security reports and any other administration reports that may be required from time to time.
Develop both self and administrative staff by providing information, educational opportunities, and experiential growth opportunities.
Resolve administrative problems and challenges by coordinating the administration docket effectively, preparation of reports and analyzing data and identifying solutions to recurrent problems.
Ensure smooth operation of all TI Kenya equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories and evaluating new equipment and techniques.
Manage the official Transparency International email address
Develop and implement an effective filing system for all administration tasks and procedures. (This includes sorting, batching, alphabetizing, coding, and/or placing in numerical order various documents for filing, storage, or processing).
Schedule appointments, maintain conference room/Boardroom availability and reserve and assign motor vehicles and other equipment to staff.
Prepare and process memos for administration services offered. Ensure that bills, invoices, receipts, statements, checks, and other financial requirements are in order.
Required Qualifications
Bachelors degree in Business Administration or related field.
At least two years progressive Administration experience in a busy office.
Competencies
Demonstrated written and oral communication skills
Demonstrated ability to work independently and as a team
Familiarity with Microsoft Office software (Word, Access, Excel, PowerPoint)
Knowledge of general office machines and telephone system
Valid driving License
High degree of discretion in dealing with confidential information
High degree of flexibility
How to Apply:
Interested and qualified candidates are requested to submit one document as an attachment (combining the application letter and CV with at least three professional referees) by email on/before close of business to: hr [at] tikenya.org
Please indicate Administration Officer as the subject of your email applications.
Do not attach your testimonials or certificates.
Only shortlisted candidates will be contacted.
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