Kenya: Regional Human Resources and Administrative Associate At Internews Network

ABOUT THE OPPORTUNITY

The Human Resources and Admin Associate (HRA) serves as a member of the Africa Program Management Unit. The HRA is responsible for HR monitoring and support across the Africa region. The HRA works with program staff to issue employment contracts and review contract modifications, update employee handbooks, and maintain labor laws compliance. The HRA also provides support with procurement and general administration.

LOGISTICS

This position will be based in Nairobi, Kenya. The selected candidate may work on a partial remote basis (in office 2-3 days per week) or fully in office.

This is a limited term position, with an expected end date of December 31, 2023. This term may be extended, contingent upon availability of funding.

Applications will be reviewed on a rolling basis, so candidates are encouraged to apply soon.

OUR COMMITMENT TO FOSTERING A CULTURE OF BELONGING

We are an organization of dynamic, mission-driven individuals who are passionate about our core values and about supporting positive change in the world. We pride ourselves on our commitment to innovation and flexibility. We believe that diverse teams are strong teams and work to support an ethic of belonging, dignity and justice for all people. Our current team includes a mix of genders, parents and non-parents, and people of multiple races, nationalities, ages, sexual orientations, and socioeconomic backgrounds. We are an EEO employer and encourage candidates of all races, genders, ages, orientations, ethnicities, and national origins to apply, and welcome those with alternative backgrounds and experiences.

DAY-TO-DAY TASKS will include:

Human Resources

The HRA will act as a representative for the Nairobi regional office, and will:

• Issue contracts for full-time Kenyan employees and local contractors, and work with Headquarters Human Resources department to issue contracts for Headquarters consultants, and support in renewal or termination of the same.
• Manage employee files on Egnyte, ensuring all necessary documents are on file and maintaining a high level of confidentiality.
• Extract leave report from Enterprise Resource Program (ERP), comparing with leave tracker to ensure employee leave days are updated and align with accounting records; share the report with staff.
• Manage employee benefits such as medical insurance, Group Personal Accident, WIBA and personal pension plan, ensuring timely additions and deletions.
• Communicate changes in payroll to Finance department to ensure payroll is administered effectively.
• Support with recruitment, selection and onboarding of new employees.
• Collaborate with country program office and Headquarters’ Human Resources staff to update ERP at the regional level.
• Work with country program and Headquarters offices’ Human Resources personnel to draft Personal Service Contracts (PSCs) and support in renewal or termination of the same. Review consultant invoices and activity reports before submission.
• Uphold and update office Human Resource manuals. Work with various country leads to establish and maintain Local Employee Handbook(s) per local labor standards and Internews’ HR standards.
• Supervise the Office & Logistics Assistant.
• Ensure all Human Resources minimum standard requirements are met.

Administration, Logistics and Procurement Support

• Act as front desk for regional office visitors, appointments, correspondence with country offices and Internews headquarters offices in Washington, DC; Arcata, CA; and London, UK.
• Provide administrative support to the Regional Director and Director of Business and Program Operations in correspondence and relations with authorities, partner organizations and other organizations in Africa.
• Coordinate travel logistics for Internews representatives within the department: assist with hotel and taxi bookings, arrange accommodations, support visa and work permit applications, etc.
• Responsible for equipment and software pricing, procurement, insurance and shipment to country program offices.
• Provide overall support to the regional office and coordinate with Office & Logistics Assistant. Monitor office premises to ensure good maintenance and oversee cleaning, logistics and services.
• Provide logistical and administrative support for regional meetings and trainings, and to projects in start-up and close-out phases and/or those with limited staff.
• Request quotes and prepare documentation for approval by relevant budget authority; place orders.
• Ensure compliance with Internews’ procurement policy; prepare Procurement Request Forms to obtain Purchase Orders (POs) and approval in collaboration with Business Support staff.
• Receive and check deliveries.
• Expedite shipping of procured equipment and supplies to country offices.

Flexibility and Values

• Other duties as assigned by supervisor.
• In all duties, demonstrated understanding of and commitment to upholding Internews’ Core Values.

QUALIFICATIONS WE’RE LOOKING FOR

• Prior experience in an administrative support role, preferably in Human Resources
• Proven ability to handle sensitive and/or confidential information
• Strong grasp of Microsoft Windows environment including MS Word, Excel, and Outlook
• Ability to take direction and also work independently to complete tasks on time
• Prior experience with databases, preferably ERP or similar, a plus but not required
• Prior experience working with an international NGO preferred