Mercy Corps Administration and HR Officer (AgriFin Accelerate Program) Job in Nairobi Kenya

Mercy Corps Administration and HR Officer (AgriFin Accelerate Program) Job in Nairobi Kenya
February 27, 2015 Job Description
Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities.
Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.
Mercy Corps is looking for committed and dynamic individuals to take up the following position.
Administration and HR Officer (AgriFin Accelerate Program) – Nairobi
Program / Department Summary: The AgriFin Accelerate program will operate in three African countries (Kenya, Tanzania and Zambia) utilizing a market ecosystem approach, working with carefully selected partners to build sustainable models, where farm and crop management tools and financial services are “bundled” in affordable, unified platforms on mobile phone channels to promote mass uptake commercially.
The program involves three interrelated components that seek to address low farmer productivity and capability, and improve institutional ability to deliver appropriate products and build ecosystems to drive scale.
We work with farmers, banks, mobile network operators, MFIs, research institutes and other ecosystem players in well-defined partnerships to sustainably bundle services, leveraging the offer and outreach of all partners, while increasing the range of services, access points and value for farmers.
The program works with partners to identify, prototype, test and scale successful mobile-enabled services for smallholders, with a key focus on expanding access to financial services, using a rapid iteration approach to product development and client-centric design techniques.

General Position Summary: The Administration and HR Officer is responsible for facilitating the administration (including procurement and fleet management) and HR functions at AgriFin Accelerate Program Office in Nairobi.
Working closely with Program, Operations and Finance, the Administration and HR Officer is instrumental in supporting program activities through his/her services.
Essential Job Functions:
Responsible for operations functions at the field office as follows:
Administration
Ensure proper management and coordination of staff travel arrangements including transport and security
Ensure good general office management
Ensure adherence to Mercy Corps administrative, IT, and logistics procedures and staff policies by MC staff.
Provide administrative guidance to MC staff when required.
Manage and renew office and house/apartment rental agreements.
Establish and maintain appropriate filing systems for office correspondence.
Ensure that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
Purchase of office supplies.
Co-ordinate any other necessary administrative and office management details including the maintenance of the premises.
Preparing comprehensive, accurate and timely monthly reports.
Procurement
Daily coordination of MC procurement activities;
Ensure full understanding and adherence to MC procurement policies and formats.Assist, when required with training staff on these policies;
Assist staff when required with creating clear and understandable purchase requests and other documentation;
Collect quotations and bids from vendors for Purchase Requests as assigned by manager – as per Mercy Corps standards and formats;
Interact with vendors during collection of quotations and ensure that Mercy Corps for and explain Mercy Corps formats and ensure that vendors will use the provided forms;
Ensure fair competition and strict adherence to MC procurement rules regarding vendor relations
Maintain up to date Mercy Corps Procurement data management system;
Interact with contractors, in coordination with the Program Team & Operations Manager;
Prepare the required documentation of supplies and transactions are completed to MC standards;
Ensure proper asset management; maintain proper and updated asset register with clear asset identification tags
Fleet management
General management of AgriFin vehicles in co-operation with the Operations Manager;
Ensure that all vehicles are safe and road-worthy;
Responsible for collecting and distributing vehicle log-sheets to drivers as well monthly compilation and submission of log-sheets;
Schedule vehicle use to meet programmatic and operational needs;
Maintain vehicle board daily;
Oversee fuel consumption purchase and tracking including coordination with gas station(s);
Organize regular service schedules for vehicles. Maintain service schedule files;
Collect Vehicle Service Requests (VSRs) from drivers and submit VSRs to the Operations Manager for approval;
Ensure major repairs are done in a timely manner;
Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
Ensure that security incident reports are completed and filed (if related to vehicles).
Human Resource (HR)
Serve under the direction of the Operations Manager to process and properly document all daily HR activities, efficient and timely manner;
Ensure adherence to Mercy Corps Human Resource procedures and policies;
Assist in providing orientation, training and guidance to staff, as required;
Prepare, update and track needed changes in staff files including timesheets, leave tracking system, and other personnel matters as required;
In cooperation with program management, ensure the validity of timesheets and monthly compensations;
Responsible for maintaining personnel files for all staff – including recruitment documents, CVs, valid contracts, PAFs, timesheets, employee data sheets, disciplinary papers and performance evaluations, while ensuring confidentiality.
Assist with recruitment process
The Administration and HR Officer will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and AgriFin Program and to not jeopardize its humanitarian mission.
Supervisory Responsibility: The Administration and HR Officer will oversee/manage the AgriFin Driver and ensuring that all technical, administrative and management systems and standards agreed upon for the agency is adhered to.
Accountability
Accountable for following Mercy Corps Field Procurement Manual, Administration manual, Fleet Policies and Human Resource Manual/Handbook and Policies.
Reports Directly To: Operations Manager
Works Directly With: Program, Logistics and Finance team
Knowledge and Experience:
Degree in a relevant business field is desired.
Minimum 2-3years’ experience in Office administration, supply chain management, Human Resource or experience in related field.
Strong organizational and interpersonal skills.
Excellent oral and written English skills.
Advanced computer skills on MS Office programs, especially in MS Excel.
A demonstrated ability to multi-task and process information into action as to not to delay program activities.
A clear understanding of procurement and administration ethics and donor compliance is essential.
Success Factors:
Conscientious with an excellent sense of judgment
Ability to work simultaneously on multiple tasks
Willingness and ability to work effectively with a wide variety of people
Excellent interpersonal skills
Ability to work as part of a team and coordinate with project personnel
Attention to details.
Excellent spoken and written English
Strong computer and organizational skills.
How to Apply
Interested candidates who meet the above required qualifications and experience should submit a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hr@ke.mercycorps.org on or before Wednesday 11th March by 4.00pm.
The email subject line must clearly show the job title and location they are applying for.
Applications without the right subject heading will be automatically disqualified.
Please do not attach any certificates.
(Applications will be reviewed on a rolling basis. We will only get in touch with shortlisted candidates.)
NB: Mercy Corps does not charge any fee at any stage of the recruitment process.