International Planned Parenthood Federation Administration and Human Resources Manager Jobs in Kenya
International Planned Parenthood Federation Administration and Human Resources Manager Jobs in Kenya
Job Purpose<
The Administration and Human Resources Manager is primarily responsible for providing professional HR technical support and advice to Senior Management, Departments, Units and MAs on human resources and administration in line with the ARO HR and organisational development strategy.
Person Specification
Strategic Planning
Participates in the organisation planning process cycle and plays a critical role in determining the staffing requirements and structures
Advises the Senior Management Team (SMT) on emerging capacity gaps in accordance with the evolution of the mandate of the organisation
Advises the SMT on workforce planning, including implementation of succession planning and forecasting of human resources requirements during the strategic cycle
In coordination with all ARO departments, develops coherent human resources strategies to support the implementation of the organisation’s mandate including recruitment and deployment plans
He/she is also responsible for assessment of the workforce per function, skill, level, category, occupational group, gender and geography and for identifying the gaps and determining actions to respond to needs taking into account existing vacancies, projected changes due to retirements, end of projects or other departures from the organisation
Advises SMT on the implementation of Organization-wide change and culture initiatives especially those that may have an impact on the organisational structure and human resources
Reviews and advises the SMT that the HR policies, procedures and systems are aligned with the national laws and IPPF policies and strategic direction of the organisation; ensures their continued relevance
Serves as secretary of SMT meetings and is responsible preparing and circulated their minutes.
Budget Process
Participates in the ARO budget development process and provides guidance and advice to the Senior Management Team on the human resources requirements, staffing table and organizational structure of all sections based on the guidelines of the annual budget reviews
Ensures that expenditures related to staffing are within the budgeted staffing costs, and coordinates with the Operations department to ensure availability of funds
Ensures the integrity of the staffing table as approved in the budget without discrepancy in departments and locations
Advises hiring managers on loaning of posts between regional offices or departments and movement of posts and staff between locations according to projects or strategies
Participates in the development of restricted project proposals and ensure salaries, benefits and related compensations are aligned with IPPF ARO policies and national laws
Recruitment and staff selection
Manages the selection and appointment process of highly competent candidates by advising managers on organizational policies and SOPs on the staff selection process, and ensuring compliance and required level of skills to conduct and document competency-based interviews for specific job openings, if required
Human Resources Management
Advises and communicates to Senior Management and staff on Human Resources policies and practices and provides direction and coherence to all HR activities and systems of the organisation
Supervises the process of knowledge/awareness building among programme managers, senior management and staff members with regard to the staff rules and regulations, and related guidelines in the administration of entitlements and their strict application by the HR Section, including consistent implementation of delegated authority
Performance Management
Supports ARO in the implementation of the performance appraisal system and monitors its compliance, providing guidance and substantive support departments on standards for the development of individual work plans
Coordinates the training and orientation programs of new staff and ensure that they understand the performance appraisal system and its management
Counsels staff and managers in cases of under-performance and facilitates the implementation of a Performance Improvement Plan (PIP) or other remedial measures, when required.
Administration
Supports IPPFARO management to maintain a workplace environment that is friendly and conducive to staff growth and development
Builds and maintains positive relationships with all members of staff, and contacts both within and outside the Federation
Culture
Ensures the office culture is aligned with IPPF vision, mission and values
Ensures gender is effectively mainstreamed within the remit of the post and in line with IPPF Gender Equality Policy
Develops
training programs to enhance teamwork, team building and a safe working environment in IPPFARO
Monitors progress and change and regularly reports on gaps and needed improvements.
Administration of Justice
In coordination with interested parties such as the Staff Association, addresses and mitigates staff grievances with the purpose of resolving them at the lowest practical level
Competencies
Professionalism
Knowledge of all aspects of human resources management with proven analytical skills; Demonstrated use of initiative and ability to interpret the Organization's HR policies, procedures and practices and ability to apply them in an organizational setting.
Ability to identify issues, formulate opinions, make conclusions and recommendations. Shows pride in work and achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
Planning and Organizing
Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments and adjusts priorities as required; Allocates appropriate amount of time and resources for completing work; Foresees risks and allows for contingencies when planning; Monitors and adjusts plans and actions as necessary; Uses time efficiently.
Leadership
Serves as a role model that other people want to follow: empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships
TeamWork
Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position;
Communication
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify
Client Orientation
Considers all those to whom services are provided to be "clients " and seeks to see things from clients' point of view;
Establishes and maintains productive partnerships with clients by gaining their trust and respect;
Judgement/decision-making
Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; Gathers relevant information before making a decision; Considers positive and negative impacts of decisions prior to making them;
Takes decisions with an eye to the impact on others and on the Organization;
Education
Advanced university degree (Master’s degree or equivalent) in human resources management, business or public administration, social sciences, education or related field.
A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of ten (10) years of progressively responsible experience in human resources management, administration or a related area is required
A Minimum of 10 years’ experience in Human Resources Management and preferably in a large and complex international humanitarian and/or development organisation
Experience in providing strategic human resource guidance to senior management is required
Experience in the operational application of human resources management policies and practices is required
Experience in staff selection, talent management, and the administration of benefits and entitlements is required
Experience in organizational development
Experience in the use of a People soft based human resources platform is desirable.
Languages
English and French are the working languages of IPPF ARO. For the position advertised, fluency in English and French (both spoken and written are required). Knowledge of Portuguese is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
How to Apply
For more information and job application details, see; International Planned Parenthood Federation Administration and Human Resources Manager Jobs in Kenya
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