Human Resources & Administration Manager – AWARD

To provide leadership and direction in all human resources, administrative and operational activities within AWARD, with the overall objective of achieving AWARD’s vision and mission and in line with CIFOR-ICRAF center policies.

Duties and responsibilities

1.       HR Administration and Development 

• In collaboration with
  CIFOR-ICRAF, take responsibility for all AWARD Personnel Administration
  activities (including recruitment, staff transitions, consultants’ recruitment,
  staff development) providing guidance and advice in the implementation.
  
• Provide efficient and
  proactive support to the Globally Recruited Positions (GRP) and attend in a
  timely manner to management team.
  
• In collaboration with
  CIFOR-ICRAF, ensure AWARD’S full compliance with local legislation and all HR
  policies and procedures established by CIFOR-ICRAF for various Staff
  categories, including but not limited to hiring, discipline, promotion,
  termination, etc.
  
• Develop, plan, implement and
  review regular induction sessions for new staff.
  
• Oversee maintenance of AWARD
  staff personnel files in collaboration with CIFOR-ICRAF including timely
  provision of inputs for all payroll transactions managing all HR benefits and
  supporting Staff in processing claims.
  
• In collaboration with
  CIFOR-ICRAF, facilitate the processing of the yearly reviews of performance
  evaluation, salary, and promotion for staff.
  
• Develop and implement an AWARD
  HR Information Systems and ensure accuracy and consistency of staff records.
  
• Advise Director on staff career
  management, identifying gaps or realignment of staff, re-skilling of staff
  and/or retention plans.
  
• Identify and coordinate regular
  staff wellness seminars.
  
• Manage leave schedule – ensure
  continuity of operations when staff members are away on leave or on mission.
  
• Supervise and mentor Officers
  within Operations and Administration Unit.
  
• Lead the development of the
  annual HR work plan and budget in collaboration with relevant stakeholders from
  AWARD Programs and HR Management to ensure alignment in terms of priorities and
  joint efforts across the organization
  
• Contribute
  to the updating of AWARD HR guidelines in line with CIFOR-ICRAF HR policies.
  
• Ensure appropriate internal
  communication on HR related matters in coordination with the CIFOR -ICRAF HR
  and the AWARD Director in mediation of conflict and addressing respect in the
  workplace.
  
• In collaboration with the
  CIFOR-ICRAF Corporate Services, prepare and implement the Occupational Health
  and Safety plan for AWARD to comply with CIFOR-ICRAF’s policies and
  regulations.
  

2.       HR
Development.

• Lead the development of the annual HR
  work plan and budget in collaboration with relevant stakeholders from
  AWARD Programs and HR Management to ensure alignment in terms of
  priorities and joint efforts across the organization.
  
• Facilitate the
  resolution and escalation, when necessary, of issues in collaboration with
  CIFOR-ICRAF.
  
• Contribute to the
  updating of AWARD HR guidelines in line with CIFOR-ICRAF HR policies. 
  
• Ensure appropriate
  internal communication on HR related matters in coordination with the
  CIFOR -ICRAF HR and the AWARD Director in mediation of conflict and
  addressing respect in the workplace.
  
• In collaboration with the CIFOR-ICRAF
  Corporate Services, prepare and implement the Occupational Health and
  Safety plan for AWARD to comply with CIFOR-ICRAF’s policies and
  regulations.
  

3.       Management
Support.

In addition to
the specific tasks below, coordinate AWARD townhalls, the Steering Committee
Chair’s & Vice Chairs’ and other high-level visits to AWARD.

(i)   Director’s
office Support

·         Support Director in planning visits with strategic
stakeholders (international, regional and local).

·         Collate high quality briefing materials for the
Director and other senior staff, obtaining agenda items for appointments and
meetings.

·         Manage Director’s appointments and schedule high
level meetings and provide guidance on priority lists.

(ii) Steering Committee

·         Manage Steering Committee documentation, bringing to
table any updates to be discussed or acted upon.

·         Manage and schedule Steering Committee meetings.

·         Lead the preparation of semi-annual update reports
for the Steering Committee

·         Work with Director on Steering Committee meetings’
agenda.

·         Provide rapporteur support in Steering Committee
meetings.

·         Provide support on development of regular updates to
the Steering Committee.

(iii) Management Team

·         Serve as a member of the AWARD Management Team.

·         Organize Management Team meetings, develop the
agenda, take minutes and follow up on action points.

·         Keep track of the overall Workplan and point out
gaps or conflicts.

·         Act as a central point of contact for AWARD staff
and stakeholders.

4.       General Office management.

• Coordinate office activities to ensure
  efficiency and a high level of productivity.
  
• Act as a central point of contact for AWARD
  staff and stakeholders, receiving visitors and email communication.
  
• Oversee management of physical office
  resources, including office space and work towards a conducive work environment.
  
• Develop a workflow system in the unit for
  smooth delivery of services.
  
• Induction and guidance to new staff.

Requirements

• Master’s degree in Human Resources Management, or
  related field preferrable.
  
• Minimum of eight (8) years’ work experience in human
  resource management, including recruitment and retention.
  
• Over four (4) years of proven administrative
  experience managing the operations of a fast-paced Executive Director’s office.
  
• Advanced knowledge of relevant administrative and/or
  operating protocols and policies of the function.
  
• Proven experience managing junior/middle level staff.
  

Education, knowledge and experience

•Master’s degree in Human Resources Management, or related field preferrable.
•Minimum of eight (8) years’ work experience in human resource management, including recruitment and retention.
•Over four (4) years of proven administrative experience managing the operations of a fast-paced Executive Director’s office.
•Advanced knowledge of relevant administrative and/or operating protocols and policies of the function.
•Proven experience managing junior/middle level staff.

Terms and conditions

•This is a Locally Recruited Staff (LRS) position. ICRAF offers competitive remuneration in local currency, commensurate with skills and experience.
•The appointment will be for a period of 2 years, inclusive of a 6-month probationary period, with the possibility of extension contingent upon performance, continued relevance of the position and available resources.
•The duty station will be in Nairobi, Kenya.