Human Resource & Administration Manager at Colleges and Institutes Canada

Job Summary:

General Expectations

• Reporting to the Kenya-based Senior Technical Advisor (STA), the Human Resource & Administration Manager will be located in Nairobi, Kenya and will ensure the effective management human resources and administration of the Kenya CICan Office and staff. The Human Resource & Administration Manager will work closely with the Ottawa-based Managers of Operations and STAs as well as the Senior Program Officers (SPOs) to ensure the overall cohesion, coordination, and quality delivery of CICan Kenya Office activities.
• This position requires the ability to perform a variety of complex tasks, including financial management, human resource management, tax and regulatory compliance, and related tasks in a fast-paced international office. The Human Resource & Administration Manager will be expected to perform effectively at all operational levels.

The position is expected to involve some travel within Kenya.

Specific Accountabilities: The Human Resource & Administration Manager will:

• Provide oversight for all field logistics, office management, financial management and human resource functions for the CICan-Kenya office.
• Develop and ensure the implementation of local office policies in close collaboration with the STAs and Managers of Operations.
• Supervise direct reports including Administrative and Logistics Coordinator, Finance Officer and others, as delegated by the Manager of Operations.
• Implement and maintain office services by organizing office operations and procedures, including preparing payroll, designing filing systems, reviewing, and approving supply requisitions, assigning and monitoring clerical functions to other staff.
• Review monthly finances for approval including synoptic journals, petty cash, staff expenses.
• Liaise closely with the Kenya-based Finance Officer in the authorization and process of payments.
• Provide logistics oversight and support for events, travel, and other activities.
• Manage local office procurement systems and processes, including inventory/asset management.
• Maintain tax compliance ensuring employee income tax (PAYE), corporate tax returns, consultant withholding taxes, VAT, etc.
• Ensure corporate registration and other regulatory compliance is maintained.
• Oversee human resource systems and ensure payroll and statutory remittances (NHIF, NSSF etc.) are done on a monthly basis.
• Liaise with staff, suppliers and partners as needed.
• Develop, implement and maintain office administrative systems/procedures.
• Organize and implement and deliver orientation program for new staff.
• Support CICan-Kenya office human resources by keeping personnel records up to date, arranging and conducting interviews, organizing, and implementing orientation for new staff, etc.

Qualifications:

• Full fluency in English and Swahili.
• Kenyan citizen or legally permitted to work in Kenya. Note: CICan will not provide a work permit or sponsor individuals.
• At least Bachelor’s Degree in a related subject area (business administration or similar).
• A minimum of 5 years’ experience in a similar role in Kenya ideally on international development projects with an international organization.
• A minimum of 3 years’ experience managing staff.
• Demonstrated experience recruiting and managing staff ideally with human resource qualifications or certifications.
• Demonstrated experience in applying and adhering to Kenyan Labour laws and regulations
• Experience with financial and accounting processes, including, but not limited to, experience preparing financial claims and reports for programs, budgets and reconciliations.
• Experience with financial management systems and budget management.
• Experience in designing and managing procurement processes/systems.
• Practical experience designing, implementing, and maintaining administrative systems.
• Extensive experience in human resource management in the non-profit, public and/or private sector.
• Proven familiarity with taxation and regulatory compliance in Kenya.
• Demonstrated ability using Microsoft Office Suite (Word, Excel).
• Demonstrated experience working with an international team.
• Demonstrated competence in the planning, implementation, administration, and reporting of donor-funded projects.
• Excellent organizational, communication, and interpersonal skills.
• Ability to work both independently and collaboratively on a team.
• Strong writing, computer, and data skills.