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Administrative Manager at International Rescue Committee (IRC) in Nairobi – Kenya Jobs, Careers and Vacancies

The International Rescue Committee (IRC) in Kenya serves vulnerable populations in the Turkana and Garissa regions as well as in Eastleigh, Nairobi. The IRC implements programs in the areas of comprehensive primary health care, nutrition, protection, peace building, water and sanitation and hygiene (WASH), HIV/AIDS prevention, response to gender based violence, disaster risk reduction (DRR), livelihoods and governance.

Applications are invited for the following positions:

ADMINISTRATIVE MANAGER

Sector: Administrative Support
Location: Kenya
Employee Type: Regular
Employee Category: Full Time

Description
IRC Kenya is working to achieve optimal performance in terms of program quality strengthening human resources department by emerging tools, systems and retain, develop high quality staff to adhere IRC policies and procedures and donor compliance. The Administration Manager is responsible for ensuring the overall delivery of quality services to IRC staff members in the field as regards salary and benefits administration, and facilities & Utilities management. This position also serves as focal point for Nairobi related IRC external support as regards general Administration.

Key Tasks:

• Salary & Benefits Administration:
• Process the monthly payroll on timely basis ensuring completeness and accurate documentation
• Process statutory payments and ensure monthly and annual returns are submitted on timely basis.
• Manage all statutory deductions and act as the focal point for any issues arising.
• Coordinate insurance benefits provider selection process yearly.
• Assist to ensure all insurance benefits contracts are up to-date.
• Ensure staff are enrolled in the pension scheme and liaise with pension firm when staff leave IRC employment and require their pension payout.
• Follow-up and ensure enrollment of new staff into IRC benefits scheme, and ensure that all medical, GPA, and GL invoices are paid on time.
• Assist to ensure the employee insurance eligibility list is current.
• Inform Insurance companies of exiting staff members and ensure that unspent premiums are refunded to IRC.
• Coordinate acquisition of work permits, visas and other travel documents for international staff. Ensure all international staff have proper work documentation and keep track of expiry dates to ensure prompt renewals
• Maintain current knowledge of trends and changes of remuneration packages to ensure the organisation remains competitive.
• Assist the Human Resource and Administration Coordinator in conducting staff salary survey every two years subject to availability of funds to cover the exercise.
• Ensure timely payment of all expenses originating from the HR/Admin office.
• Facilitate all requests for staff training as approved in Annual Training Plan, and maintain database of trainings attended.
• Maintain filing system for Administration files
• Maintain orientation package and facilitate orientation of new staff.

Facilities and Utilities Management:

• Maintain up to date lease files, ensure rentals are paid on timely basis, inform the Administration Officer of renewals, and follow-up on rental deposits.
• Ensure general maintenance of Nairobi office facilities and residential buildings
• Ensure general cleanliness of all IRC facilities within Nairobi
• Ensure timely payment of utility bills for IRC offices, Regional office and IRC leased houses
• Ensure timely payment of office and IRC leased house rents.
• Review all lease agreements in collaboration with IRC attorney. Keep track of lease dates, requirements and rights.
• Supervise all aspects of maintaining the office, IRC leased apartments and guesthouse.

Field Support:

• Provide technical support and guidance to field administration staff. Act as the primary focal point for all procedural issues.
• Provide support to field managers with systems and procedures for smooth implementation of IRC policies and procedures.
• Compile monthly Admin report and submit to Human Resource and Administration Coordinator. Compile and submit monthly MMR input to FC.

Skills and Competence:

• A bachelor’s degree in Business Administration or Business Management
• At least 5 years experience in personnel administration, preferably with a development or humanitarian international organization
• Strong interpersonal skills and ability to communicate clearly, coupled with ability to influence, advise, and train on human resource issues, and act as an agent of change.
• Demonstrated people skills
• Good writing and organizational skills
• Excellent computer skills and experience working with payroll packages
• Cultural and diversity sensitivity, commitment and an understanding of the values of IRC and the principles of equal opportunities

Kenyan nationals are encouraged to apply. International allowances are not available for this position. Salary and employee benefits are compliant to the Kenyan NGO Sector.

To apply please go to http://www.rescue.org/careers and search for NAME OF THE POSITION.

Please apply on or before 6th February 2012

IRC leading the way from harm to home

IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

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Published at 26-01-2012
Viewed: 596 times