Admin Officer Job in Kenya 2021
Career Employment Kenya: Admin Officer Job in Kenya 2021
Job Description: Today Work Kenya


Closing date”: 

Department: ADMIN_HR

Direct hierarchy: Senior Admin/HR Officer

Location: Nairobi

Starting dateJanuary

I. Background

is a French humanitarian NGO, founded in 1993, which supports vulnerable
populations, affected by humanitarian crises worldwide. ACTED provides
continued support to vulnerable communities by ensuring the sustainability of
post-crisis interventions and engaging long-term challenges facing our target
populations, in order to break the poverty cycle, foster development and reduce
vulnerability to disasters. Their interventions seek to cover the multiple
aspects of humanitarian and development crises through a multidisciplinary
approach which is both global and local, and adapted to each context. Their
3,300 staff is committed in to responding to emergencies worldwide, to
supporting recovery and rehabilitation, towards sustainable development.

is looking for professionally confident, self-motivated, experienced and
committed team player to fill the Admin/HR Officer position
based in Nairobi.**

II. Position

the supervision of the Senior Admin/HR Officer, s/he will perform Human
Resource and administrative management for ACTED in Kenya and support to other
ACTED mission within Horn of Africa as outlined by the external governing laws,
the ACTED specific policies and your line manager’s guidance.

III. Duties
and Responsibilities

Recruitment & Onboarding processes

Drafting of vacancy adverts and sending them to the Senior ADMIN/HR Officer for
review when requested.

Send out invitations to short-listed candidates and communicate to the
unsuccessful candidates.

Facilitate interview processes by preparing interview packages and ensuring
reservation of interview rooms.

Facilitate vetting of candidates after offer is made

Support onboarding processes for new staff

HR Titanics (Payroll/Homere), Benefits

When requested, update some sections of the HR Titanic& or HOMERE (as
applicable) and submit to the Senior Admin/HR Officer at the Regional Office
for review on 20th of every month.

Ensure statutory deductions calculations match the formulas of the respective
statutory body.

Payslip management- Ensure all payslips are printed and approved. Ensure that
they are signed by the staff and filed on monthly basis.

Prepare the monthly Expat presence table and ensure that it is sent to Country
Admin/HR Manager by 08th of every month.

Staff Information management

Regularly update and maintain accurate excel database for both national and
international staff-Share the same with Senior Admin/HR Officer at the end of
each month.

Contracts and ToRs

Under the guidance of Senior Admin/HR Officer, draft employment contracts for
new staff for review. Ensure the contracts are reviewed, approved and handed to
staff before they are engaged.

Follow up and aware the respective manager, AHRM &CFM for the end of
contracts a month in advance in order to advise renewal accordingly.

Leave follow up, Leave the planning, and
public holidays

Regularly update and maintain leave follow ups and leave planning for all the
staff in Kenya.

Prepare a list of public holidays and Keep all staff informed of public holidays

Employee Files Documentation/ Records
 and document tracking

In charge of filling of personnel folders both physically and digitally at
mission level.

Open new files for new staff and ensure that all the required recruitment and
onboarding documentation has been filed.

Ensure employee files are consistently updated upon hire and conduct monthly
monitoring of employee files to verify that relevant onboarding documents,
contract documentation, policy forms, performance management documents, staff
training forms, leave requests, timesheets, pay slips, etc documents are filed
for all staff.

Maintain a control and check system of the attendance all staff and ensure
updated Leave Follow Up and the attendance sheets are collected from the staff
and properly filed.

Ensure separation documents are appropriately filed for all staff

Send a monthly Audit checklist report to the Senior Admin/HR Officer for all
national employees.

Ensure that each staff has their own personnel folder, updated regularly with
the HR documents (contra cts,ToRs, Appraisals, ACTED Letters, Payslips,
Attendance sheets, Leave requests, CV, Cover letter, interview records,
academic certificates, Reference checks, next of kin details, medical
certificate etc. and confidentially maintain them.

Daily worker FU

Ensure that daily worker requests are signed by all the relevant managers and
sent back to the staff before commencement of the works.

On monthly basis, prepare and share the payroll for the temporary workers

Insurances (Medical, WIBA/GPA)

Facilitate and ensure medical scheme enrollment forms for new staff and
dependents are duly completed and submitted to the medical insurer.

Following up on the cards, claims, invoices etc

Coordinate Admin/HR meetings/activities

Facilitate staff general meetings and other meetings initiated by Admin/HR by
sending out meeting requests and reminders to staff

Take notes during staff meetings, Admin/HR team meetings & other meetings
as may be requested by the Senior Admin/HR Officer


Ensure that documents for audit are prepared and presented when needed

Support the ADMIN/HR Department colleagues in daily relevant activities

Any other duties as assigned by your line manager.

IV. Qualifications/Skills

Bachelor Degree in Business Administration, Human Resource option

CHRP or Diploma in HRM is an added advantage. Member of IHRM

· A
minimum of four years’ experience in a similar position in an INGO with a
proven track record of success.

Deep and clear understanding of employment Act, various regulations and
statutory law in the Country

Computer Literate – MS Outlook and Excel and basic software application and
familiarity with the internet and email communications

Strong communication, analytical (Context, people), organizational skills and meticulous
attention to detail.

Excellent interpersonal skills and demonstrated ability to establish effective
work relations at all levels.

Proven ability to prioritize tasks, meet deadlines and work with limited
supervision, pro-active and a good team-player.

High level of integrity and honesty.

to Apply

Qualified national
persons with the required skills are invited to submit their applications
accompanied by detailed curriculum vitae and cover letter as a single document
i.e. with the cover letter being on the first page and the CV starting on the
second page, detailing three work related referees and contacts to and received on or before 5.00PM
on 10TH December, 2021
the subject line “ADMIN/HR OFFICER_NAIROBI”

Please do not attach any
other documents while sending your applications, if required they will be
requested at a later stage.

Female Candidates are
highly encouraged to apply. Please note that only the shortlisted candidates
will be contacted.

ACTED will at no stage
of recruitment process request candidate to make payments of any kind. Further,
ACTED has not retained any agent in connection with recruitments.

ACTED is committed to protecting beneficiaries within our programmes
from exploitation and abuse and any kind of misconduct. ACTED has specific
policies, including PSEA and Child Protection, which outlines the expected
behaviour and the responsibility of all staff, beneficiaries, consultants and
other stakeholders and has zero tolerance towards misconducts. Any candidate
offered a job with ACTED will be expected to sign ACTED’s organizational
Policies and Code of Conduct as an annex to their contract of employment and
agree to conduct themselves in accordance with the provisions of these

ACTED is an Equal
Opportunity Employer.