AIDS Healthcare Foundation is a Los Angeles-based global nonprofit provider of HIV prevention services, testing, and healthcare for HIV patients. Job Summary: The HR & Admin Officer’s main responsibility is to provide the necessary support to the Regional HR Manager in the country office.This position maintains a high degree of confidentiality and a strong customer service focus. Using His/her knowledge, the incumbent will deal with customers(both internal and external) with a high level of maturity, tact, and diplomacy.His/her key role is to manage all staff data including information on contracts and other related data, support the Regional HR Manager in administering staff benefit, recruitment, orientation, performance management, monitor compliance & implementation of HR policiesThe HR Officer must provide excellent customer service, demonstrate initiative, take ownership of responsibilities, and complete projects with positive results. Responsibilities Manage all documentation related to the administration of staff contracts, benefits and maintain adequate records of all correspondencePrepare offer letters and contracts for new staff using pre-approved templates for the country programMaintain a database and monitor expiry dates of all staff contract, liaise with global HR and the employee’s line managers, and renew as and when necessary;Provide employee numbers and open individual files for new employees;Ensure there is a job request in place, uploaded, and approved in ICIMS before commencing any recruitment activities. Use appropriate media for advertising.Keep track of employee leave utilization for record-keeping and accountabilityEnsure accurate and timely filing of all staff related correspondencePrepare HR monthly reports and submit them to the Regional HR ManagerManages and prepares data for Monthly, Weekly, and ad hoc reports to the Regional HR ManagerLiaise with the Regional HR Manager and Country Program Director/Manager to conduct manpower planning for each financial yearCompile and assist with the shortlist of the candidates and invite short-listed candidates for interviews.Liaise with recruiting managers to prepare interview questions and prepare interview summaries after each interview.Participate in Interviews as and when necessary.Ensure reference checks are carried out before offer letters are issued out.Ensure timely submission of recruitment information to the Regional HR ManagerAssist the Regional HR Manager in the management of staff benefitsRegularly and promptly, address queries from managers and staff on their benefits.Prepare and communicate any payroll changes with the Regional HR Manager, global HR, and finance liaisons on or before the 9th of every monthSupport the implementation of identified staff training, development activities, and Process staff development requests including education reimbursement requests, and submit to the Regional HR Manager for approvalAssists in researching and collecting data to inform HR decisions and strategy when required.Performs other related duties as assigned. Administrative Roles: Assist the Bureau and Global Data team in organizing/ participating in training and capacity building logistics and processes conducted for staffPerforms administrative duties for the Bureau management team including managing calendars, meetings and events arrangements, report preparation, and minutes taken at meetings.Manages travel arrangements and detailed travel itineraries for Nairobi based Bureau and Global Data teamHandles correspondences and inquiries directed at the Nairobi based Bureau and Global Data teamsPerforms basic booking keeping tasks including management of petty cash for the Bureau and Global data teamPerform office duties that include ordering supplies for the dedicated team Qualifications And Experience Bachelor’s Degree in Human Resource Management, Business Administration or similar, associate or full member of Institute of Human Resource Management (IHRM)Minimum 5 years experience in general HR Administration with proven technical skills in general HR best practice including sound knowledge of Kenya employment lawDemonstrated ability to work in multi-cultural situations using a collaborative approachProven ability to handle the challenging workloadStrong commitment to AHF valuesCross-cultural experience, understanding, and sensitivity.Excellent interpersonal and written and oral communication skills.Computer literate, with a high degree of proficiency and productivity.Flexible and agileExcellent written and oral communicationMust be sensitive to our patients and issues surrounding HIV/AIDS The deadline is 11th April 2021. Only shortlisted candidates will be contacted. Any form of canvassing will lead to automatic disqualification. AHF is an equal opportunity employer.
