LVCT Health
POSITION TITLE: Human Resources & Administration Manager
REPORTING TO: Executive Director
LOCATION: Headquarters / Nairobi
LVCT Health is an established Kenyan NGO renowned for its implementation of health programs at scale in Kenya.
Through its vision of Healthy Empowered Communities, LVCT Health is a leader in designing and implementing innovative HIV prevention and treatment approaches, and sexual and reproductive sexual and gender-based violence programs reaching the most vulnerable populations.
The organization works with the government and other stakeholders at the national and county levels.
LVCT Health receives multi-year funding from various donors including PEPFAR CDC, USAID, the UK government, UN agencies and various foundations to carry out program and research activities in multiple sites across different counties.
Funds are used by LVCT directly with some sub-granting to partner organizations and county governments as required.
LVCT Health has 400 regular staff and employs over 2000 staff for county governments directly or through sub-contracts to the counties.
LVCT Health seeks to fill the position of Human Resources & Administration Manager.
JOB SUMMARY: Reporting to the Executive Director, the job holder is responsible for developing and delivering LVCT Health’s human resources strategy including the acquisition, development and retention of staff to meet LVCT Health’s strategic objectives.
S/he is expected to provide strategic advice, leadership and direction in the development and implementation of a results-driven performance management culture, succession planning strategy, progressive staff welfare policies and strategies, organizational development initiatives and ensuring staff motivation and a conducive working environment.
OVERALL OBJECTIVE: The Human Resources & Admin Manager is responsible for all aspects of the human resources and administration function within LVCT Health.
Reporting to the Executive Director, the position is responsible primarily for staffing, recruiting, retention, performance, employee relations, compensation, compliance, individual development and succession planning.
The incumbent ensures that HR initiatives are aligned with LVCT Heath’s mission, values and long-term business strategy and that they support the evolving HR needs of the organization.
The overall objective of the position is to support the development and retention of a high-performance workforce, and a learning culture and ensure optimal administration function.
JOB PURPOSE: The Human Resources & Admin Manager is responsible for all aspects of the human resources and administration function within the organization.
Reporting to the Executive Director, the position is responsible primarily for staffing, recruiting, retention, performance, employee relations, compensation, compliance, individual development and succession planning.
The incumbent ensures that HR initiatives are aligned with the organization’s mission, values and long-term business strategy and that they support the evolving HR needs of the organization.
The overall objective of the position is to support the development and retention of a high-performance workforce and learning culture and ensure optimal administration function.
DUTIES AND RESPONSIBILITIES
HR Leadership and management – 15%
- Develop and oversee the implementation of the Human Resource Management Strategy that will effectively contribute towards the achievement of the Organizational strategy as well as driving staff engagement & high performance.
- Assessing and understanding the organization’s needs within the strategic context and developing solutions to improve the organization’s performance.
- Offer strategic leadership and support to the Executive Director in rolling out any change management initiatives.
- Leading projects that impact HR and contributing to projects that go beyond HR.
- Establish and oversee HR policies, systems and procedures that will support effective people management for LVCT Health, resulting in more effective performance management, motivation and delivery of HR services.
- Ensure sensitization and compliance with all policies and procedures as well as external regulations and applicable labor laws.
- Ensuring staff are sensitized on policies and procedures especially the zero-tolerance policies, upholding LVCT Health values at all times.
- Provide comprehensive HR advice and support to the ED and Managers as requested (especially in case of grievance, disciplinary situations or performance management Employee Resourcing and Manpower Planning.
Talent Acquisition & Resourcing – 10%
- Proactive workforce planning to attract talent for both short and long-term in close liaison with the line managers.
- Take lead in ensuring the sourcing of quality talent. Establish and oversee recruiting, hiring, reference checks and orientation plans and procedures
- Carrying out job analysis and updating the job descriptions and personal specifications
- Advise Management concerning best practices in talent management; aiming to support the achievement of strategic goals and drive a culture of high performance, as regards both project delivery and compliance.
- Work with directors and managers to ensure proper HR planning is in line with project work plans and the LVCT Health Strategy
- Addressing staffing deficits and surplus accordingly – recruiting internally or externally, transfers, reassignments etc.
- Implement improvements to the talent acquisition process
Talent Management & Succession Planning – 10%
- Leading and managing the talent development process and tools including training, mentorship, coaching etc.
- Developing insight and analysis of people-related business issues and opportunities.
- Developing an inventory, accessing talent and potential, and implementing action plans to address identified gaps.
- Developing succession planning activities necessary to develop and maintain a highly capable workforce that fits the business strategy in collaboration with leaders and managers.
Compensation & Benefits Management – 5%
- Conduct analysis and market research on salary and benefits trends
- Ensuring the provision of a competitive and equitable base, variable compensation including incentive plans.
- Developing and implementing benefit plans and ensuring that sound, appropriate decisions are made in relation to people, performance, job levels and pay.
- Ensuring the application of policies in reward/compensation management, i.e., annual merit increases, salary structures, job evaluation procedures and reward objectives.
- Providing guidance to managers and employees regarding salary administration and the use of reward programs.
Performance Management – 10%
- Developing a high-performance culture by implementing team and organization design solutions and providing measurable performance indicators and improvement plans.
- Ensure JDs and performance targets are up to date and reviewed annually or when there is a change in roles.
- Administer performance management processes to align employee performance with LVCT program goals and objectives and assist management in creating and retaining high-performance employees and teams.
- Providing institutional tools for performance management – JD templates, appraisal forms, PIPs etc.
- Capacity builds the HR & Admin teams and managers on performance management tools and processes.
- Reviewing Personal Development Plans for training needs and performance gaps. Working closely with supervisors on improvement plans for non-performers and identifying opportunities for growth for high performers.
Risk Mitigation/Audit – 5%
- Ensure that potential risks associated with the organization’s employment of staff are minimized, identified & mitigated, including safeguarding strategies, data protection and compliance with HR policies, donor regulations, labor laws and other legislation.
- Inform the Executive Director in case a legal risk is detected within her/his area of responsibilities and suggests actions to take in order to prevent it.
- Ensure strict compliance with labor laws by working closely with the legal team, especially on disciplinary matters.
- Ensure that all legal/statutory requirements associated with the employment of staff are fulfilled and that key HR-related initiatives are addressed.
- Ensure LVCT Health is compliant with the statutory regulations, including NGO Board, and other legislative bodies and statutory requirements.
- Prepare for and support regular HR and administration audits.
- Member of safeguarding committee and risk management committees.
Employee Relations and Welfare – 10%
- Facilitate employee communication, provide employee services and counselling, advise on disciplinary, grievance and conflict resolution procedures, and promote employee safety, welfare, wellness and health.
- Manage administration of personnel benefits and compliance with tax laws, including employee terms & conditions of service, salaries & benefits, employment contracts, and leave records.
- Manage and resolve employee relations issues (Industrial Relations) and assist management with conflict resolution to ensure that issues are identified and addressed promptly, appropriately and fairly.
- Collaborate with the Executive Director and the Operations Director on sensitive matters including litigation. Implement preventative measures and assist in reducing litigation by ensuring fair and equitable application of policies and practices.
- Take lead in disciplinary/grievance matters and any other matters relating to employee relations working effectively with internal and external counsel as necessary.
- Lead interventions to enhance employee well-being, motivation, engagement and retention.
- Conduct regular field trips to project offices to monitor and review human resource and administrative procedures and assist project staff, where appropriate.
HR Planning, Management, Reporting and Communication – 10%
- Lead in developing the HR annual plan in line with the organizational strategy and the HR strategy.
- Implement actions/decisions of the Action Plan and ensure proper accountability on HR/Admin unit/team.
- Line and functional management of HR and admin staff across the organization
- Ensuring continuous capacity building of the HR and admin team in the organization and among sub-partners
- Participate in office meetings, where needed coordinate/organize specific HR topics for information/communication to staff and take forward HR action points
- Act as ‘Account & process Owner’ (technical manager) of the organization’s HR management system.
- Provide the donor & management with relevant reports on staff data and indicators
- Ensure proper follow-up for staff in the HRMS; including but not limited to leave/absence management and sick/medical leave.
- Support in conducting/facilitating exit interviews for staff prior to their departure and giving feedback to the relevant Unit Head.
- Preparing a quarterly HR newsletter to share new HR initiatives and update staff on relevant policies, procedures and regulations.
Administration- 20%
- Ensure staff have the right equipment, space and tools for work
- Take lead in oversight of the daily administration of the organization’s office and the optimal operation of equipment and facilities, ensuring systems are in place to support this role.
- Take lead in ensuring optimal operational performance standards of the office environment including office space management, cleanliness, corporate image, organizational set-up, operational tools such as office supplies, kitchen supplies, utilities, office repairs & maintenance etc.
- Leading the implementation of organization safety and health programs. Monitoring the tracking of Occupational Safety and Health Act (OSHA) required data.
- Overseas the management of Service contracts that supports the office administration functions.
- Support the admin staff to ensure smooth and optimal day-to-day office running & support any emerging administrative matters.
- Establish and oversee administrative policies and procedures, SOP ensuring necessary sensitization and enforcement of compliance.
- Manage and implement the Staff Health policy application for staff including Medical Insurance contracts and statutory obligations as required by Law and Health guidelines/policy (including Group Personal accident, 3rd party Liability, and others).
- Ensure the Data Protection Act is applied in all HR & administrative policies & processes of the Office, in compliance with local requirements.
- Ensure an efficient filing system (physical and electronic files) of all administrative files, granting strict confidentiality of employees’ personal files and other administrative private documents.
QUALIFICATION, EXPERIENCE, AND SKILLS
Minimum Qualifications:
- A relevant master’s degree.
- Degree in Organizational Development, Human Resources, or a related field, and/or equivalent. combination of education and relevant experience.
- Higher Diploma in Human Resource Management from IHRM or Certified Human Resource Professional (CHRP) training.
Experience Required
- Minimum 8 years of experience in the HR profession with at least 5 years in senior management.
- Minimum 5 years experience in Administration.
- Holder of a valid practicing certificate from IHRM.
Behavioural Traits:
- Proven ability to effectively influence, build relationships and leverage the formal and informal organizational structure.
- Flexible, adaptable, and able to execute a range of job duties and changing priorities.
- Team player, interested in people and likes to have fun.
- Able to multi-task in a fast-changing environment with a lot of high demands.
- Excellent written and verbal communication skills.
- Track record of excellent team leadership skills.
How to Apply:
Submit your application through our ATS (Applicant Tracking System) at ats.flexi-personnel.com under the HUMAN RESOURCES & ADMINISTRATION MANAGER job posting
OR
Send your application to executive@flexi-personnel.com by 9th DEC 2022 indicating HUMAN RESOURCES & ADMINISTRATION MANAGER – as the Email Subject.
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