IMLU Human Resource/Administrative Officer Jobs in Kenya

IMLU Human Resource/Administrative Officer Jobs in Kenya

Job Information

Job Title: HR/Administrative Office

Department: Finance and Admin

Reports to: Head of Finance and Administration/HR

Direct Reports: IT/Administration Support Office Assistant

Work station: Nairobi

Job Purpose

The purpose of the position is to provide leadership in the Human Resource, procurement and general administrative function of the organisation.

Main Responsibilities of the Jobs


Responsible for management of all Human Resources Records and data;

Drafts all HR and administration letters while managing incoming and outgoing correspondences;

Manages all IMLU’s office administrative functions;

Manages leave schedules and leave administration for all staff;

5) Ensures registration of new employees to Insurance medical schemes and updates the medical scheme database including processing staff badges and business cards for all employees;

Ensures that all new staff members bring all the required information to facilitate the opening of a file;

Organises interviews, seminars/training and workshops for the employees;

Provides reports on various aspects relating to staff e.g. turnover rates, exits, and leave numbers to the Head of Finance and Administration;

In consultation with the supervisor, renews all staff contracts and coordinate updating of all

Job descriptions;

Assists in the implementation of the IMLU’s welfare programs;

Supervises preparation of office tea and all outsourced cleaning personnel to ensure a safe and healthy work environment as per OSHA requirements;

Reserves and books cabs for staff, Board members and stakeholders and ensure effective and efficient use of contracted hired cabs;

Supports in arranging Board Members’ files before board meetings and ensures their safekeeping;

Orders required goods and services as advised and approved by the procurement Committee and as per the procurement policy;

Handles and ensures timely replenishment of petty cash;

Ensures strict adherence to the procurement policies and procedures including the thresholds
set there in on approvals and purchases;

Ensures that all office utilities are paid promptly and maintains a rapport with the suppliers and ensures there are no outstanding invoices pending;

In consultation with the supervisor, ensures that office equipment and stationery) are promptly requisitioned and supplied;

Assist in organising meetings, workshops and conferences

Any other duty assigned from time to time.

Responsibility for physical assets

Computer

Office Furniture

Office phones

Knowledge, Skills and Experience

Bachelor’s Degree in Human Resource Management, Business Administration or any other related field.

Minimum level of professional qualification required to perform effectively in the role:
Higher Diploma in HRM or CHRP or a related

field

Minimum level of personal and professional experience required to perform effectively in the role: Experience in employee relations, welfare and general office administration

Key Performance Indicators

Accuracy of HR records

Effective administration of HR Registry – Database/HRIS

Compliance with HR Policies

Clean and tidy work environment

Skills

Technical

Accuracy

Numeric/ Measurement/ computing

Analysis /Statistics

Budgeting

Record Keeping

Report Writing

Human Relations

Leadership

Communication

Training and Development

Group Dynamics/Team Building

Conflict Resolutions

Negotiation skills

Conceptual

Environmental Scanning

Objective Setting and Planning

Organisational Design

Monitoring and Evaluation

Competencies

Working with Others

Team working: Contributes to team development, seeking and testing improvements to the team’s outputs/service.

Customer Focus: Works to identify customer needs. Seeks feedback and develops service delivery accordingly. Influences and develops ideas to enhance customer satisfaction.

Communicating and influencing: Communicates information effectively to a wide range of diverse stakeholders, influencing events.

Delivering Results

Making informed decisions: Uses analyses, reports and data to test the validity of options and assess risk before taking decisions. Ensures optimum decisions are taken.

Organisation Delivery: Plans time taking account of organisational priorities and other colleagues’ work roles to achieve results.

Adaptability: Responds positively to change, supporting others in managing transition and being flexible in approaches to the job role. Is aware of own strengths and areas for development. Seeks feedback on own work.

Focusing on the future

Entrepreneurship and Commercial Focus: Understands the financial context and budgets for expenditure and plans income accordingly.

Creativity and Innovation: Seeks out, reviews and implements new ways of working to improve

the delivery of service

c) Leading and Coaching: Builds a productive team environment. Delegates appropriate tasks and support colleagues to deliver better results.

Develops and coaches individuals to improve their skills. Takes responsibility for the team and manages performance.

Working Relationships

Internal customers

IMLU Staff

External Customers

Consultants

Clients

Hotels

Car hire companies

Regulator (IHRM)

How to Apply

For more information and job application details, see; IMLU Human Resource/Administrative Officer Jobs in Kenya

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