Position Description

The HR and Admin Officer will work closely with the Finance and Admin Director (FAD) to manage the day-to-day human resources and administrative operations across all project offices. This includes interpreting and applying HR and admin policies, ensuring compliance with rules and regulations, and facilitating the implementation of internal processes and systems. The HR and Admin Officer will play a crucial role as part of the USAID WKSP operations team, fostering a collaborative, client-oriented environment, promoting high staff morale, and ensuring an efficient and effective workplace.

Essential Duties:

Human Resources Responsibilities (50% LOE)

• Facilitate the Review, disseminate, ensure full compliance of HR policy guidelines and country employee handbooks in tandem with local labor laws, client rules and regulations, RTI policies, values, ethics, procedures and strategies, effective implementation of the internal control framework and proper functioning of the HR policy framework.
• Develop schedule to Disseminate HR communication, priorities, and allocated tasks; and ensure strict adherence to procedures in the area of selection and recruitment of temporary and longer-term staff.
• Initiate collaboration with the Finance and Admin. Director (FAD) on Organization of recruitment processes through the provision of input to short-listing process, screening of candidates, setting up and participation in interview panels including documentation processing for offers and deployment.
• Under the supervisor of the Finance and Admin. Director (FAD) and RTI Regional Office HR team, maintain HR (including non-personnel) files; track and compile project leave schedules, accounting for all staff absence by receiving and filing PTO authorizations; performing the functions of absence monitoring and recording; advise staff on their leave entitlements.
• In partnership with the Finance and Admin. Director (FAD), preparation all Local National contracts through timely preparation and submission of Employment Administration requests as the RTI HR Service legal Agreement (SLA) (e.g. personnel action forms and offer request memos).
• Provide advice to the project managers/supervisor and employee ensure proper staff performance management processes on Dynamic Development is adhere to on the project, including performance planning, documentation of DD check in reviews, and end of year quality conversations on appraisals. Provide reports to the Finance and Admin. Director (FAD) within deadlines and to ensure documentations and analyses are met.
• Lead project LN staff orientation and induction with review and input from Finance and Admin. Director (FAD) provide information to staff members on their employment conditions and entitlements, including on-entry briefings.
• Establish proper LN employee orientation and file orientation reports as espoused in the project on orientation and induction.
• Provide report and track update of the project Staff Census; maintain RTI’s projects manual and excel based personnel database for Finance and Admin. Director (FAD) review, and support use of this information by project staff for planning and administration purposes.
• Maintains personnel records for staff in compliance with RTI policies.
• Take lead in RTI recruitment activities with the approved policy framework and work in collaboration with the Finance and Admin. Director (FAD) to ensure they are documented according to RTI standards.
• Assists clarify policies, procedures, and benefits in Kenya Employee Handbook and RTI practice.
• Perform other duties as assigned by supervisor.

Administrative Responsibilities (50% LOE):

• Direct supervisor office attendants and dotted-line supervisor of office assistants.
• Oversees “front-office” activities including reception, office supplies, service contracts for office cleaning/maintenance, etc.
• Maintains staff contact list, org chart, and safety and security phone tree.
• Maintains hotel list and ensures bookings for staff are confirmed prior to travel.
• Coordinates logistics for visitors – hotel bookings, transport, etc.
• Maintains program’s safety and security resources and helps build staff capacity around safety and security.
• Prepare weekly meeting notes and disseminates to staff in a timely manner.
• Develops and maintains system for booking office meeting rooms.

• Manage the project and office diaries of the events, including major meetings, workshops, seminars, visits, retreats etc. and maintain the calendar of program planned activities.
• Assist in the preparation of agendas for staff and technical meetings, document minutes and disseminate accordingly.
• In liaison with the other project manager to oversee all travel and hotel arrangements for staff and consultants as well as those of participants attending program activities, while ensuring adequate compliance with RTI and/or USAID regulations.
• Organize, coordinate, liaise and communicate with external partners and institutions for holding of workshops, seminars and meetings and in keeping all partners informed.
• Liaise with service providers to organize meetings and workshops ensuring that all logistic aspects are adequately addressed including the reproduction and compilation of necessary materials.
• Maintain an effective office country filing system, order and replenish office, kitchen and stationery supplies and manage the flow of documents between Envision project and external partners.
• Coordinate with COP and the Finance to review invoices and DA1 forms, project / office / field office expenses for a timely submission according to policy and procedures.
• Coordinate with Accountant to process procurement requests and to maintain office inventory ensuring adequate compliance with RTI and/or USAID rules and regulations.
• Handling Mini Store
• Perform other duties, as needed.

Required Qualifications:

• Master’s degree in Business Administration or related field and one years of experience or Bachelor’s Degree in a Business related course and 3 years of experience.
• Professional Certification (CHRP -K) desired.
• Member of IHRM Kenya.
• Previous experience in INGO preferred.
• Strong interpersonal/relationship building skills.
• Knowledge of the local labor law
• Excellent knowledge of MS Word, Outlook, PowerPoint, Excel.
• Excellent oral and written communication skills.
• Strong influencing and coaching skills
• Ability to work in a fast-paced environment and meet deadlines under pressure.
• Ability to multi-task.
• Ability to work independently and within matrix project and program teams.
• Attention to detail and accuracy.
• Culturally sensitive and respectful.
• Demonstrates commitment to RTI’s mission, vision and values.