Responsible to:Finance and Admin Manager
Key relationships:Regional Director of Eastern Africa, Programme Officers, Human Resources Team in London
Contract:1 year (renewable)
ROLE SUMMARY
The Admin & HR Officer organizes and coordinates administration duties and office procedures and leads in creating and maintaining a pleasant work environment, and ensuring high levels of organizational effectiveness and safety.
He/She ensures that the administrative activities within the office run smoothly on a daily basis. He/She will also handle and coordinate HR matters.
KEY RESPONSIBILITIES
Administration:
Administration/ office managing and answering telephone calls and processing and receiving inward and outward mail expediently;
Petty Cash accounting;
Coordinate logistics;
Organizing project events and maintaining project documentations;
Mobilization of participants;
Creating and updating all database contacts;
Ensuring comprehensive travel and accommodation arrangements (plans, itineraries and agendas) for staff (for international and local travel) are prepared. This requires liaising with travel and insurance agents, sourcing competitively-priced hotel quotations and assisting staff members with the visa process (preparation and submission of visa applications and documentation) for varied countries, in and out of the Continent;
Organizing all board meetings and retreats (both local and international), which requires material (both confidential and non-confidential) to be compiled beforehand. Regarding staff members;
Assist programmatic leads to organize and execute events (workshops, meetings, conferences);
Providing direct assistance to the finance department. (completing expense reports, cross-checking requisitions requests lodged by programmatic leads, processing cheques and handling bank transactions);
Provision of hands-on assistance to the ARTICLE 19 Eastern Africa Board, staff members, the finance team.
Human Resourcing:
Handles day to day HR functions and duties;
Maintain proper staff records;
Ensure compliance with labour laws;
Advice employees on the interpretation of organization policies and procedures;
Advice managers in HR Policies and procedures;
Deal with employee requests;
Attend to staff grievances and complaints;
Induct new employees;
Be the HR focal point in the Eastern Africa office for the HR team based in London.
Other:
Undertake other duties commensurate with the role as may reasonably be assigned by the Regional Director.
PERSON SPECIFICATION
ESSENTIAL:
Education:
Bachelors’ Degree level or equivalent with post-graduate qualification in human resource management, or other relevant field being an added advantage.
Experience:
At least 3 years’ experience in administration & HR management;
Experience of working with partner organizations;
Experience of working in a cross-cultural environment.
Knowledge:
Familiarity and interest with human rights, freedom of expression and/or democratization issues in Eastern Africa;
Familiarity and interest with international and regional mechanisms for promoting and protecting human rights;
Knowledge of politics and societies in Eastern Africa.
Knowledge and familiarity of standard HR processes, and compliance with labour laws.
Other requirements:
Commitment to ARTICLE 19’s values and objectives;
Commitment to equal opportunities;
Ability to travel extensively.
The incumbent should also possess the following skills:
Able to operate on own initiative with demonstrable time-management skills;
Excellent written and spoken English and Kiswahili;
Analytical and strategic planning skills;
Excellent project management and administration skills;
Excellent research and report writing skills;
Excellent writing and presentation and advocacy skills;
Excellent communication skills and sensitivity in working with people from various cultural and social backgrounds;
Excellent organizational and logistical skills;
Excellent skills in word-processing and working with spreadsheets;
Familiarity with the use of e-mail and the internet;
Ability to work under pressure, with little administrative support and to meet strict deadlines.
Desirable:
Knowledge of French;
Experience of working in an NGO environment;
Experience with civil society capacity-building, including training;
Experience in the human rights advocacy field.
