HR and Administration Assistant At Johanniter-Unfall-Hilfe

Organization Background:
Johanniter-Unfall-Hilfe e.V. (www.thejohanniter.org) is a German Non-Governmental Organization implementing interventions in Emergency Response and Preparedness, Health and Livelihoods in Latin America, Southeast Asia, Africa and Europe, with its headquarters in Berlin, Germany. In Kenya, the organization has been active since 2005 supporting local partners in various fields such as health care, disaster risk reduction, nutrition, food security and livelihoods. In May 2011, Johanniter opened an office in Nairobi in order to enhance its Kenya programme and strengthen the cooperation with its local partners.
Currently, together with our Kenyan partner organizations, Johanniter is implementing several projects throughout the country, including disaster relief and disaster preparedness activities and a livelihoods project in Turkana. Additionally, Kenya is part of a regional project together with South Sudan and Uganda. The project, funded by the German Foreign Office, focuses on South Sudanese refugees and is implemented together with local partner organizations in the sectors of Health, WASH and livelihoods.

Strategy and Vision:
1. The position holder actively supports and adheres to all the policies, procedures and values of Johanniter.
2. The position holder contributes to the implementation of the Johanniter International Assistance strategy in her/his area of responsibility.

Overall Job Purpose:
To provide administrative support for various tasks within the HR and Administration Department.

HR related tasks:

• Supports the HR and Admin officer with training plans, identification of training opportunities, organizing internal and external trainings and monitoring trainings undertaken or planned to be undertaken by staff.
• Supports with the recruitment of new staff (posting job advertisements, 1st stage of shortlisting, requesting reference checks etc).
• Assists in maintaining HR tools i.e staff contracts, leave planning and the leave tracker, performance management, immigration processes etc.
• Supports with maintaining personnel files, ensuring they are up to date, complete and well organized.
• Stands in for the HR & Admin Officer in relevant HR meetings (e.g. JIA peer to peer meetings, HR working groups) when requested.

Administration related tasks:

Performs the following duties at the request of the HR & Administration Officer:
• Performs general clerical duties including, but not limited to;
o Photocopying and scanning of documents.
o Correspondence – drafts emails and letters to staff and suppliers.
o Filing of HR and administration documents and correspondence.

• Carries out messenger/errand duties including but not limited to;
o Purchasing of office internet and staff airtime; and preparation of cash liquidation documents to be given to Finance.
o Purchasing of office supplies; coordinates with the respective vendors to purchase office supplies, prepare cash liquidations and their supporting documents to be given to Finance.
o Supports with other Admin related errands such as the delivery of documents to various offices as requested.
• Assists in maintaining a tracking tool for vendor and suppliers’ contracts.
• Supports with the management of country office facilities and ensure that repairs, plumbing, electrical and maintenance works are done in timely manner, in accordance with the terms of the lease agreement.
• Supports the HR and Admin Officer in the follow up utilities’ payments and other invoices.
• Assists in following up for administration related invoices and receipts from vendors.
• Assists in booking for taxis, flights, meeting/training venues and accommodation as requested, liaising with logistics for procurement purposes.
• Assists in booking catering services and other services required for office meetings.
• Assists in keeping and updating key Administration contacts i.e. suppliers and vendors of various services and products.
• Assists in monitoring office supplies (kitchen and cleaning), stationery and orders for replacement in a timely manner.
• Assists in tracking requests coming to the HR and Admin department to ensure efficient turnaround time in service delivery.
• Assists in following up staff time sheets and replacing new time registers on a monthly basis.
• Assists in the proper disposal of HR and Admin waste documents.
• Performs other tasks as may be assigned by the HR & Admin Officer relevant to the position.

Statutory compliance:
• In liaison with Finance department, supports the HR and Admin Officer in ensuring timely and correct payment of national staff salaries and statutory payments according to the national labor law and Johanniter guidelines, including timely payment of PAYE, NSSF, SHIF, NITA, or other taxes as required by labor law or as require from related ministries.

Office reception duties:
• Welcoming and assisting visitors in a friendly manner.
• Ensures the reception area is kept tidy at all times.
• Ensure that the meeting room is kept tidy at all times and supports staff with setting up of the meeting room when necessary.
• Manages correspondence/parcels at the reception and dispatches both internally and externally.
• Assist in managing the office phone, receiving and directing calls and taking messages.

Safeguarding:
• Supports the HR and Admin Officer in ensuring safeguarding is embedded in the whole recruitment cycle (development of JD, adverts, selection process and on boarding).
• Supports the HR and Admin Officer in ensuring safe recruitment procedures are developed and implemented.
• Supports the HR and Admin Officer in ensuring proper safeguarding induction for all new staff within 8 weeks of joining.
• Supports the HR and Admin Officer in organizing for safeguarding trainings and refresher trainings for all staff.
• Report cases of safeguarding incidences via the appropriate reporting mechanism.
• Promote a culture of safeguarding within the organization and ensures people we work with are not exposed to harm or abuse.

Person Specification:

Profession Qualification and experience:
• Degree in Business Administration, Human Resource Management or other relevant Degree.
• Certificate in Secretarial/Front Office/ Receptionist duties is an added advantage.
• 1 year or less experience in an administration or similar position.

Skills:
• Good interpersonal skills
• Fluency in English with excellent verbal and written communication skills
• Strong organizational skills
• Attention to detail
• Team player
• Excellent computer skills

Johanniter Safeguarding Statement and / or Commitment:

It is Johanniter’s responsibility to create an environment built on integrity, respect and accountability, in which all staff and volunteers are comfortable to work and feel safe. We have a zero-tolerance policy when people cause harm to others. Those who misbehave or are complicit will be held accountable for harmful actions. It is the employee’s responsibility to promote appropriate behavior and to report infringements that could potentially harm those in our organization’s care and damage the reputation of Johanniter. Those who raise complaints or concerns will be appropriately protected and respected.