JOB DESCRIPTION Objectives of the Job:
As part of the country operations’ functions the Human Resource & Administration department, led by the Human Resource-Admin Coordinator (HRAC) works towards the Country Program Quality Improvement Plans of Customer Service, Decentralisation and Compliance.
Summary of Responsibilities
Reporting to the Deputy Director, Operations (DDO) is responsible for ensuring effective and transparent human resource management practices and quality administrative support functions through out the country program and support the Somalia program. The HRA will provide advice and recommendations to the Director to ensure timely and equitable resolution of any disciplinary, ethical or legal staff issues and to promote staff retention and development. The HRA Coordinators responsibilities include national staff policy development, support for international staff personnel management, staff planning, benefits administration, staff training, and administrative services.
Major Responsibilities
Compliance: 2KE & 2SO policies & procedures are in compliance with applicable IRC, funding source & GoK policies (and Somalia Government policies where applicable), procedures and requirements. All locations and staff act in accordance with the policies. DDO is promptly informed of any areas of concern or potential or suspected violations. • Documented in-country policies as required by IRC to support effective personnel management and administrative services. • Regularly review personnel policies and human resource systems and procedures in accordance with IRC and Government of Kenya laws/regulations. Make recommendations to the DDO for modifications and amendments to existing policies, systems and procedures as required. • Compliance with policies documented through systematic and random verifications of policy implementation and personnel records , based on a schedule agreed with DDO. • Consistent and constructive support to other operational departments to ensure compliant polices and procedure. • HRAC effectively communicates all relevant compliance issues during program design / development and Grant Opening & Closing Meetings, or as encountered. • DDO is promptly informed of any areas of concern or potential or suspected violations. • Ensure no negative audit observations/findings. If required, appropriate action plan developed and implemented to address audit findings.
Training & Outreach: HRAC proactively develops the skills of 2KE & 2SO staff to understand and utilize personnel management tools to design and implement quality programming. • Identify appropriate training opportunities to enable all IRC staff to broaden and develop their professional skills-internal and external, formal and informal. • Actively transfer expertise in HR and Administration functions to field sites through internally developed training programs. • HRAC actively participates in regularly scheduled meetings to enhance and develop integrated operations support to program activities. • HRA develops and maintains an effective orientation package, and ensures that new staff members are appropriately orientated in a timely manner. • HRAC ensures that human resource-admin department maintains a cooperative and collegial relationship with other departments and interacts with them in positive manner.
Staff Management: Excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff. • HRA department is structured according to a current and approved organizational chart and set of JDs which clearly define the functions and responsibilities of each position. • HRAC mentors and works with senior HR-admin staff to develop technical and managerial skills to assume greater responsibility. Constructive semi-annual and annual performance reviews, including capacity development plans, are prepared for and discussed with each direct report. • All HRA dept staff members have performance objectives established and reviewed in a timely and constructive manner in accordance with policy.
Technical Management & Systems: Efficient & effective human resource and administrative management systems support the design and implementation of quality programming without compromising compliance. • Maintains current knowledge of GoK, Somalia Government, and other agency human resource regulations and practices and advises the CDs of Kenya and Somalia. Assists CDs in ensuring compliance with IRC NY international staff policies and procedures. • National staff recruiting processes are effectively managed to minimize lead times and support quality hiring, especially at the field level. • HRAC actively participates in regularly scheduled meetings to enhance and develop integrated operations support to program activities. • Ensure Staff receive appropriate and high quality orientations • Country travel support is cost effective and compliant with donor regulations and Facilities are maintained and costs monitored effectively
REQUIREMENTS • Masters degree in a related field or relevant field experience; • Previous overseas experience in conflict and/or post conflict environments, with the UN and/or NGOs; • 3 to 5 years experience in a similar position, with proven skills in human resource management in a large organization; • Computer proficiency in Word, Excel, PowerPoint, Access and computerized payroll systems; • Ability to work both independently and as a team member; • Ability to work well under pressure and in an unstructured environment; • Proven experience with ‘people friendly’ HR policies and ability to demonstrate how to initiate and maintain good working environments for staff; • Must demonstrate flexibility, and ability to readily adapt to changing requirements and environments; • Experience in training and capacity building; • Team builder, sense of humor, excellent interpersonal skills and the ability to resolve disputes and conflict; • Excellent English oral and written skills a must.
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