DRC Regional HR and Administration Manager Jobs in Kenya

DRC Regional HR and Administration Manager Jobs in Kenya

The Danish Refugee Council (DRC) has been providing relief and development services in the Horn of Africa since 1997. Using a human rights framework, the DRC East Africa and Great Lakes (EAGL) operation focuses on people who are affected by displacement, including refugees, internally displaced, migrants, and host communities in Burundi, Ethiopia, Djibouti, Democratic Republic of Congo, Kenya, Somalia, South Sudan, Sudan, Tanzania and Uganda.

The Regional HR & Administration Manager will lead and manage Human Resources functions, provide overall advice, coordination and management to the Human Resources and Administration team as well as technical Human Resources support to the Country offices.

Responsibilities:

Management & Coordination

To ensure the efficient management of the staff members of the HR Department of the RO: this includes daily supervision of the tasks, follow-up of the targets defined and lead over the performance and development appraisals;

To visit regularly the countries covered by the RO and to provide technical guidance, as the technical line manager and technical focal point at the Regional Office, to the Human Resources Managers and Human Resources Coordinators in the countries covered by the region, who report to a different manager.

To actively engage in CO most senior HR recruitments, objectives setting, coaching and performance management

Substitution

Ensure proper gap-filling for short time substitution

Ensure you have agreed to a plan on how to address the chronical gaps and surge capacity in the country together with CO SMT and Regional SMT

Manage the budgets for substitution

Quality assurance

Localization of global polices and tools - coordination of the process

People management training for all managers in the region

Regional initiatives within HR

Regional induction

Rightsizing of HR in the region

To ensure that all HR costs, including for initiatives related to employees, are well identified and budgeted (HR costing exercise);

To ensure that HR reporting is in place and regularly updated at both the RO and country levels.

Ensuring roll-out and implementation of Global HR policies and initiatives are completed

Endorse HR policies and procedures for the country operations

Develop and implement regional HR frameworks (e.g. per diem, housing etc.)

Ensure the capacity building procedure is coordinated with HQ and that HR is capacitated at the right level in each country

Compliance Monitoring

Ensuring the countries are following global processes, policies and the operations handbooks for HR

Ensuring that the countries are following local labor law and that they have established relationship with both internal and external legal advisors

Ensuring a salary and benefits benchmark is performed regularly in each CO

Recruitment and Selection

Drive and support recruitment and selection activities by planning and assessing staffing needs;

Ensure compliance with the recruitment process incl. quality checking the job adverts, posting the job adverts, support with reference checks, and issuing the offer letter;

Ensure timely scheduling of interviews; Participate in interview panels when needed

Provide recruitment overview for senior managers

People Planning

Work with senior management team and senior staff on a number of initiatives related to employees

Ensure managers have created job descriptions for the employees, and store them on the personnel file

Ensure oversight and consistency in position titles and grades, across all country operations.

Support senior management in workforce planning, succession planning and mobility within DRC country operation(s)

Support management in restructuring and downsizing
Planning and budgeting for the HR function in the region

Performance

Ensure that there is a yearly cycle for performance appraisals in the regional office

Ensure both probation and performance appraisals are done in the regional office by monitoring Dynamics

Advice managers on poor performance and ensure the documentation stored on the employees’ p-file is stored properly; act as an impartial mediator in the process

Prepare legally compliant letters in consultation with internal or external legal advisors

Advice managers on Code of Conduct cases in relation to potential disciplinary action

Development

Drive the onboarding and induction process in the regional office

Drive the coordination of international staff pre-arrival process, arranging induction schedule, office & guesthouse tour, conducting internationals staff HR induction and maintaining oversight

of logistics, visa/entry process and travel arrangements.

Advise managers or staff on training and development opportunities

Ensure exit interviews are conducted by establishing a process of informing managers to perform the exit interview

Ensure exit forms are issued and send to exiting employees

Coordinate team related needs and training

Support CO HR with People Management Training as necessary

Well-Being

Participate in localization of R&R and Housing policy

Source insurance or other health option for national staff, incl. access to psychosocial support

Advise managers on stress management

Assess compound life from a well-being perspective
Follow-up on DRC voices

Contracts and Compensation

Request international contract to be done by HQ

Ensure that national staff terms of employment are aligned with DRC minimum standards and the local labor law.

Ensure that the terms of employment for national staff are localised

Ensure that there is a yearly cycle for salary progression in accordance with the Compensation Policy

Lead salary benchmark process every two years or more frequently if needed

Develop and maintain salary scale

Administer payroll for national staff

Maintain Dynamics data for national staff and update some of the data for international staff (the second is clearly defined)

HR Policies and Support

Ensure RO staff HR Handbook are maintained and updated as necessary

Proactively pursue continuous process improvement in HR related practices in order to enhance the quality and efficiency of output/delivery

Produce the necessary policies and guidelines to reflect the local requirements

Localization of the global policies and ensuring that the local labour law is taken into account

Ensure managers are familiar with the necessary tools and procedures within people management

Conduct People Management Training of RO managers

Ensure to request technical support from HQ
Respond to audit requests

Administration

In coordination with the Admin Officer at the RO, ensure effective and efficient management of office administration policies, systems and procedures.

Ensure an up to date database of contracts to track rental instalments due, notice periods, renewals, deposits and municipality tax payments is maintained and in coordination with the officers, have all the contracts (property, office rentals, international staff housing) are prepared/extended on time.

In coordination with HR officers, ensure that benefits are duly explained to employees and serve as liaison between employees and respective insurance company.

Ensure that pre and post-paid phone lines are issued and managed in accordance with DRC policies.

Ensure efficient controlling and issuance of keys for offices and guest houses, ID cards and entry and exit procedures for all staff.

Manage orientation process and arrivals checklist for new staff and ensure support for all new staff and visitors with travel and accommodation.

In coordination with officers, ensure a regular supply and tracking of usage of office stationery and supplies, cleaning and kitchen products.

Others

Support Regional Office in conducting COC trainings and Investigations.

Any other task as may be required by the Line Manager.

About You

Qualifications and Experience

Relevant master's University Degree

Professional training in Human Resources Management

Minimum 7 years NGO experience and 3 years with People management.

Ability to develop clear goals and identify priority activities and assignments.

Demonstrated experience in the use of DRC Dynamics.

Strong communication and inter-personal skills demonstrated ability to work in a multi-disciplinary team.

Proven ability to manage large and varied workloads and deal constructively with stress and periods with long hours.

Proven ability to prioritize tasks, meet deadlines and work with limited supervision.

Pro-active, stable and robust character and a good team-player

Full professional proficiency in English

Proficiency in French is beneficial.

How to Apply

For more information and job application details, see; DRC Regional HR and Administration Manager Jobs in Kenya

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