USAID Stawisha Pwani CIHEB Human Resources and Administration Assistant Jobs in Nairobi

USAID Stawisha Pwani CIHEB Human Resources and Administration Assistant Jobs in Nairobi


Background:

  • The Center for International Health, Education and Biosecurity (CIHEB) – Kenya is a local non-governmental organization collaborating with the Ministry of Health and County Health Management Teams to strengthen health systems for improved quality of health care in Kenya.

  • CIHEB-Kenya is seeking to recruit candidates for the USAID Stawisha Pwani project.

  • The USAID Stawisha Pwani project is a 5-year Kenya Health Partnerships for Quality Services (KHPQS) project to be implemented in four coastal counties of Kilifi, Kwale, Mombasa and Taita Taveta.

  • The aim of the project is to increase the use of quality county-led health services by strengthening county health systems with a focus on HIV Prevention & Treatment, FP/ RMNCAH and Nutrition.

  • The program aims to support the four county governments toward sustainability in quality and systems of health services.

    Job Summary:

  • The Human Resource & Administration Assistant will support in day-to-day administration and Human resource tasks.

  • He/she will report to the Human Resources and Administration Specialist and will ensure the efficient day-to-day operation of the office, and support the work of management and other project staff.

    Roles & Responsibilities

    Reception

  • Respond to general physical and phone inquiries in a professional and courteous manner

  • Direct phone inquiries to the appropriate staff members

  • Reply to general information requests with the accurate information

    Recruitment and orientation

  • Prepare interview documents

  • Prepare orientation documents and organize for orientation meetings for new employees

  • Coordinate with insurance company for staff enrolment (GPA/Medical)

    Staff Records Management

  • Ensure all staff files are complete in accordance with institutional policies

  • Ensure all statutory documents/policies are signed and recorded in staff files.

  • Maintain staff files (both hard and soft copy).

  • Update staff lists on a monthly basis as required.

  • Maintain staff leave records

    Office Administration

  • Sort incoming mail and courier deliveries for distribution

  • Prepare and send outgoing mail, and courier parcels

  • Forward incoming general e-mails and calls to the appropriate staff member

  • Purchase, receive and store the office supplies ensuring that basic supplies are always available

  • Code and file material according to the established procedures

  • Update and ensure the accuracy of the organization’s databases

  • Provide secretarial and administrative support to management and other project staff

  • Make travel/flight bookings, meeting and other arrangements for various project staff

  • Coordinate the maintenance of office equipment. i.e. Printers

    Procurement

  • Maintaining a proper filling system according to established records management procedures.

  • Receiving the approved requisitions and checking if it’s of the right specifications as directed by the user requirements.

  • Process accounts payable ensuring timeliness and accuracy of information.

  • Assist with proper documentation and maintenance of all supply documents including invoices and delivery note awaiting payment.

  • Preparations of various information/ reports as may be requested.

    HR Reporting

  • Consolidate HR reports.

  • Prepare monthly payroll changes.

    Hotel and flight bookings

  • Make hotel bookings for guests and meetings as required.

  • Coordinate the booking of tickets for staff travelling.

  • Working with taxi company to organize for airport transfers etc.

    Required Qualifications

  • Degree in Human Resource Management.

  • Higher Diploma in Human Resource Management.

  • 2-3 years of working experience in a similar capacity.

  • Ability to communicate and cooperate with everyone in the team.

  • Good report writing and analytical skills.

  • Highly organized and attention to details.

  • Knowledge of basic MS Office (email, spread-sheets, word, job-related software, etc.)

  • Team-work and participation.

  • Must be a member of IHRM.

    How to Apply:

  • Kindly send your application that includes a cover letter and an updated CV including names of three professional referees to

  • CIHEBKENYA_Recruitment@cihebkenya.org on or before 22nd July 2021.

  • Applicants are advised to include the title “HR AND ADMIN ASSISTANT” on the subject line.

  • The Center for International Health, Education and Biosecurity (CIHEB)-Kenya is an equal opportunity employer.

  • Only short listed candidates will be contacted.


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