HR & Administration Officer at InformAction

Key Responsibilities:

Human Resources Support:

• Lead recruitment efforts by developing terms of reference, posting job openings, scheduling and conducting interviews, drafting employee letters, and coordinating communication with candidates.  
• Assist in onboarding new employees by preparing necessary documentation, conducting orientation sessions, and facilitating essential training programs.  
• Oversee leave management by monitoring employee leave balances and coordinating leave requests.  
• Manage employee timesheets to ensure compliance with relevant donor requirements.  
• Facilitate performance appraisal sessions in collaboration with immediate supervisors to promote employee development.  
• Overall management of employee relations, disciplinary process, and affairs in compliance with the organization's policy

Office Operations:

• Oversee general office operations and ensure adherence to administrative policies and procedures.
• Manage office supplies, equipment, and facilities to ensure efficient functioning.
• Maintain records and databases, including filing systems, to ensure accurate and timely information retrieval.
• Serve as the primary contact person for service providers to ensure smooth coordination and service delivery.

Policy and Compliance:

• Assist in maintaining and updating organizational policies and procedures manuals.
• Maintain employee records and ensure compliance with relevant laws and regulations.

​​​​​​​Communication Management:

• Handle incoming and outgoing correspondence, including emails, letters, and phone calls, directing them to the appropriate individuals or departments.

​​​​​​​Meeting Coordination:

• Coordinate meetings, events, and appointments, including arranging logistics, preparing agendas, and taking minutes when required.
• Convene administrative meetings monthly to discuss updates and streamline operations.

​​​​​​​Financial Administration:

• Support financial administration tasks, such as processing invoices and monitoring budgets, etc.
• Facilitate administrative payments, including rent, security, license renewals, membership renewals, etc.
• Collaborate with the Finance department to ensure adherence to IFA's financial policies and procedures.
• Timely submission of timesheets per donor requirements.

​​​​​​​Travel and Logistics Coordination:

• Coordinate employee travel arrangements, including booking flights, accommodation, and transportation.
• Prepare travel itineraries and ensure compliance with travel policies and procedures.
• Facilitate logistics for meetings, workshops, and conferences, including flight booking, venue booking, equipment setup, and catering arrangements.

​​​​​​​Training and Capacity Building

• Develop and facilitate a training calendar to ensure continuous staff development.
• Provide administrative, procurement, and logistical support for ongoing projects.

​​​​​​​Offer Legal Guidance  

• Offer legal guidance on employee management in accordance with the relevant laws in Kenya and provide legal support beyond employees to include IFA operations.

Education:

• Bachelor’s degree in  Human Resources or  Law (LL.B) from a recognized university.
• A Postgraduate Diploma in Human Resource Management or Employment Law. 
• Additional certifications in Labor Law or Employee relations.

Experience:

• 5 years of experience in employment law, labor relations, or human resources, ideally within a corporate or legal environment.
• Proven track record of providing legal advice related to employee management, compliance, and dispute resolution.
• Experience in conducting training or workshops on employee rights and labor regulations.