HR and Admin Coordinator with PA support

As a multi-national carbon management company, working in UK, Kenya, India, Japan, Italy and USA co2balance has a highly dynamic, dedicated workforce.

If you are looking for a career in a company actively taking part in the fight against climate change, you may be interested in the vacancy below:

Job Title: HR and Admin Coordinator with PA support

Reference: HR_AD_1

Reports to: Senior Country Coordinator

Salary range: 64,000KES Gross

Office location: Nairobi

Language requirements: Excellent written and spoken English

Job Purpose Summary: You will support the senior country coordinator in organizing, as well as supporting, the general running of the office.

In addition, the role includes administration of the day-to-day operations of the human resources functions and duties regarding personnel.

Furthermore, you will ensure that departmental procedures conform to relevant law and government legislation together with Carbon Zero Kenya Ltd’ ’s regulations, policies and procedures. Confidentiality is key to the role.

Primary Objectives:

• Safety of the workforce.
• Development of a superior workforce.
• Development of the Human Resources department.
• Development of an employee-oriented company culture that emphasizes quality, continuous improvement, and high performance.
• Personal ongoing development.

Responsibilities and duties:

1. HR Support

• Implement a process for all staff in Kenya, where they all need to inform about sick leave, or holiday leave in advance. Manage spreadsheet for staff in Kenya to track all sick leave
• Manage spreadsheet for all Kenya staff to track holiday allowance per year and holiday taken.
• Maintain secure HR files with CV’s, references and any other documents for all employees in Kenya
• Support recruitment and staffing logistics
• Support performance management and improvement tracking systems
• Support employee orientation, development, and training logistics and recordkeeping
• Assist with employee relations
• Responsible for employee safety, welfare, wellness, and health reporting; and employee services

2. General Administration

• Open all correspondence and sort out mail/ parcels for the post office, file mail.
• Monitor and respond to colleague emails, answering calls and handling queries on senior’s behalf, preparing correspondence on the seniors behalf, commissioning work on the seniors behalf, liaising with staff, clients, etc.
• Answer all inbound calls.
• Oversee visitors arriving to the office and organize refreshments and travel.
• Purchase all stationary for office.
• Schedule couriers as requested.
• Printing/scanning and photocopying for the office.
• General requests made by colleagues.
• Maintaining the main inventory files for all offices in Kenya.
• Ensure guest rooms in the office are available for external employees.
• Procurement of office equipment/furniture.
• Identify IT suppliers and ensure that all IT equipments are working
• Control of support staff including as appropriate: IT and audio-visual support, electronics, mechanical workshops, building services, stores, catering, cleaning and reception/security staff

3. Office Administration

• Ensure the office is opened and closed securely each day
• Ensure all areas are clean and tidy, oversee the office cleaner and provide her with all the necessary cleaning equipment required plus paying the office cleaner her monthly salary,
• Ensure milk, tea, coffee, biscuits are available.
• Purchase of kitchen essentials
• Oversee supply of all utilities to the office including broadband, water and power

4. Travel Administrator

• Co ordinate travel arrangements for internal and external employees and external visitors
• Ensure foreign currency is available as requested.
• Assist with visa and or visa information if required.

5. PA Responsibilities

• Booking meetings, organizing travel, writing minutes, taking dictation, planning.
• Organizing and managing events, managing a budget, attending events/meetings as the seniors representative, conducting research on the internet, writing reports/letters. Managing and reviewing filing and office systems. Typing, Printing and Scanning documents for Director.
• Paying Director’s monthly utility bills and various other personal tasks instructed by Director. Director’s personal banking on an ad hoc basis.

Minimum Qualification and Requirements: You need to have high personal integrity and be willing to take personal responsibility for both for your own work and that of the staff under your control. You must have the intellect and creativity to resolve complex situations.

Certificates & experience in

• HR and administration/logistics
• Guiding a team, leadership, training/capacity building skills.
• Very good computer skills (especially with databases and financial software)

Soft skills and personal work ethics

• Good interpersonal skills with the ability to encourage a team-based approach
• The ability to communicate effectively (both orally and in writing) with a wide range of people within and external to the post holder’s own organisation.
• A logical mind with the capacity to overcome difficult problems creatively.
• Good organisational and negotiation skills together with the ability to prioritise and delegate effectively.
• To be honest, discreet and trustworthy.
• An ability to work quickly and accurately.
• An eye for detail.
• An ability to work to deadlines

Closing date for applications: 15th of August 2011

First interviews: week 22nd of August 2011

Second interviews: week 29th of August 2011

Expecting starting date: week 12th of September

How to apply: Please email your CV, motivation letter and 3 references to laure.geron@co2balance.com

Website: www.co2balance.com