Admin and HR Manager At Caritas Marsabit

Purpose of the Role

The Human Resources and Admin Manager is a central leadership function responsible for the planning, implementation, and quality improvement of all business and support services including Communication and Public Relations, HR, ICT, Administration, Logistics, and facilities. Reporting to the CM Director, the Human Resources and Admin Manager will work to improve systems and processes to support t the achievement of the strategic plan.

The role will be required to actively lead the Shared Services team, and be responsible for supporting the team to achieve their objectives.

The incumbent will also work closely with the CM Director and Caritas Marsabit leadership to identify innovative support services required that are fit for purpose to enable program delivery.

Key Responsibilities

Leadership and Management

• Use values-based leadership to ensure the HR and Admin Team is supported in their work and equipped with the necessary resources and information flow to work across all areas of the organization.
• Actively contribute to a healthy workplace culture where staff are engaged and feel accountable and motivated to achieve goals and grow in their skills and capabilities.
• Work with the Director to prepare implement, monitor, and evaluate, strategic and operational projects and functions.
• Lead the HR and Admin team in preparing the annual plans and budget

Finance and Business Responsibilities

• Ensure best practice principles, protocols, systems, and structures are in place, including the effective and efficient use of resources that align with the strategic objectives and principles of the organization
• Oversee and lead the HR and Admin budgeting process
• Negotiate and manage contracts with all external service providers supporting the function
• Supports the Director in partnership management through management of partnership scorecard
• Support the organizational IGA development and management
• Contribute to the regular identification and reporting of risks. Inform the Director of risks and mitigation strategies.
• Proactively identify and implement opportunities to improve the sustainability of the organization’s services and activities.
• Monitor the Organization’s asset register and the management of all assets, including fleet, equipment, warehouse, and buildings.

Human Resources

• Provide oversight of the provision of Human Resources Services, policies, and programs including:
• Workforce planning
• Performance Management
• HR/Payroll systems
• Training and evaluation
• Oversee recruitment and staffing requirements and processes.
• Oversee employee onboarding, development, and training.
• Develop and maintain robust HR metrics/Reports
• Ensure compliance with OSHA legislation, policy, systems, and processes to contribute to a culture of safety, quality improvement, and compliance.
• Coordinate and ensure compliance with Labour Laws, ensuring harmonious Industrial and Employee relations, diversity, and inclusion standards.

Logistics & Facilities Management

• Ensure compliance with regulatory requirements for Caritas Fleet of cars and motorbikes
• Monitor the safety and security of all vehicle assets
• Keep a record of maintenance and ensure quality service
• Schedule and ensure the availability and reliability of the transport system
• Optimize cost and ensure the running cost of transport is within budget
• Monitor the condition of existing facilities and develop a scheduled maintenance
• Liaise with service providers to enable Caritas to get value for money for their services as it relates to logistics and facilities management
• Ensure continuous review of policies and processes to enhance the efficiency and effectiveness of the organization.

Administration and ICT

• Ensure all Caritas Marsabit ICT platforms are effective and of a high service level, managing ICT Service providers to ensure responsiveness and quality service delivery.
• Oversee all administrative operations and functions to ensure a high level of support and service to the organization, partners, and clients.
• Oversee all security of both the hardware and software of Caritas Marsabit is safe

Communication & Public Relations

• Develop communication and public relations strategies and implementation plans
• Ensure policies and processes for public communication are aligned with the overall organizational strategy
• Monitor all communication channels to ensure they serve the purpose of its existence
• Enhance the reputation and brand visibility of Caritas Marsabit
• Develop and implement programs and initiatives that communicate effectively to stakeholders
• Constantly review and ensure innovative approaches to public communication and relations

General Organizational Responsibilities

• Work within a humanitarian-informed, donor /partnership framework.
• Adhere to Caritas Marsabit values both within the role and when representing Caritas.
• Participate in and contribute to meetings, supervision, training, and professional development.
• Adhere to all organizational policies

Key Selection Criteria & Qualification

• A commitment to and understanding of the vision, mission, and aims of Caritas Marsabit.
• A Bachelors/Masters in Finance, Human Resources Management, /Leadership and or Business Management
• Minimum 5 years experience working within the NGO world
• Strong demonstrated expertise in fostering and role modeling a culture aligned with the values of the organization.
• Demonstrated ability to effectively manage operational systems for NGOs.
• Experience in Shared Services /HR/Admin Management.
• Experience in human resources and workforce management, including performance management, policy and procedure development, and a comprehensive understanding of Industrial and workplace legislation within the humanitarian and development sector context.
• Excellent written, verbal, and communication skills.
• Advanced IT and Microsoft Office Suite skills.

Employment Requirement

• Demonstrated working in remote areas among pastoralist communities
• Membership in a professional body
• Ability to work under stringent deadlines
• Willingness to work on weekends and public holidays (When required)

Working Environment

Caritas Marsabit is an Equal Opportunity Employer. Caritas considers all applicants based on merit without regard to race, sex, tribe, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability, or any other characteristic protected by applicable law

Safeguarding Commitment

Safeguarding is everyone’s responsibility at CARITAS MARSABIT, and it begins with me

• Continuously sensitize the program team and participants on safeguarding.
• Ensure compliance with CARITAS MARSABIT’s safeguarding policies
• Report any incident of safeguarding in program operations for appropriate action/follow-up.

Standards of Professional Conduct Caritas and Caritas workers must adhere to the values and principles outlined in the Code of Conduct & and; Ethics. These are Integrity, Service, and Accountability. Under these values, Caritas operates and enforces policies on beneficiary protection from exploitation and abuse, child safeguarding, workplace harassment, and combating human trafficking.

Gender Equality:

Caritas is dedicated to closing the gender gap in leadership positions. We offer a range of benefits that create an enabling environment for women to participate in our workforce at the Caritas Catholic Diocese of Marsabit. These include parental leave, gender-sensitive security protocols, and various supportive benefits. For this reason, female candidates are strongly encouraged to apply for this position.

Disclaimer Clause:

This job description is not an exhaustive list of the skills, effort, duties, and responsibilities associated with the position. This job description can be modified at any time upon consultations with the, Head of Programs and Caritas Director.