Administration Assistant Job in Kenya

Terre des hommes Foundation

Administration Assistant – Dadaab

Job ID: 20230201

Categories: Collaboration

Reports to (Hierarchically):

·  Field coordinator

·  (Functionally): Snr HR Officer

Number of subordinates: 0

Location: Dadaab

Working time in % : 100%

Context: Terre des hommes Foundation is an independent, neutral, and impartial Swiss organization founded in 1960, dedicated to bringing about significant and lasting change in the lives of children and young people, especially those most at risk.

Tdh ensures their well-being and the effective implementation of their rights as defined in the Convention on the Child’s Rights and other human rights instruments.

To make a difference, Tdh focus our efforts on maternal and child health, children and young people in migration situations, and access to justice.

Tdh promotes the active participation of children and young people to empower them. We advocate for their rights and support them in expressing their needs and interests. Tdh works in fragile contexts and conflict zones, as well as in more stable environments.

Tdh is present in Kenya since 2011. Currently Tdh is providing protection services for children and families
affected by migration, natural crises and poverty in Dadaab refugee camps, in Garissa County, and in Korogocho informal settlement in Nairobi.

The intervention in Dadaab refugee camps is focused on prevention and response to child protection needs while strengthening protection community-based mechanisms in the refugee operation and its host communities.

In Korogocho informal settlements, Tdh implements early child development activities and child protection activities with a strong community-based approach aiming at decreasing violence against children and strengthening child protection mechanisms.

General description of the position:

Under the supervision of the field coordinator and with the technical support of the Snr HR Officer, the
Administration Assistant will be responsible for Operational and administration su of the Tdh intervention in Dadaab.

The incumbent will conduct his or her duties in respect of the Charter of Terre des hommes and the Tdh Child Safeguarding Policy.

Specific Job Descriptions:

1. Facilitate upto date Administrational support in Dadaab

·  Keep track of various staff leave management including paid leaves /holiday and R&R breaks.

·  Ensure monthly staff time sheets are done, approved by supervisor and submitted to Snr HR Officer.

·  With Snr HR Officer, coordinate request for and validation of staff Payslips as per the set timelines.

·  With Supervisors, ensure staff appraisal reports are done on time and submitted to Snr HR Officer.

·  Maintain an updated staff organogram.

2. Management of Community Child Protection Volunteers and Casual Workers’ Agreements.

·  In Coordination with Field Coordinator and Snr HR Officer, take lead in the recruitment of Community Volunteers and Casual Workers.

·  Management of the CPVs agreements in line with the Volunteers’ Management Guidelines, relevant HR documents and donor guidelines.

·  Management of and keeping of an up to date CPV files, complete with relevant HR documents.

·  With Finance Officer, develop monthly CPVs and Casual Workers’ allowance lists for payment.

3. Contribute to the onboarding of new staff

·  Preparation for new staff to have all necessary contract signature, work equipment, and supplies.

·  Introduction of the new staff to the team and give a tour of the office and compound facilities.

·  Develop a comprehensive orientation plan that includes information about the organizational culture, policies and procedures, benefits, and job expectations.

·  With the supervisor, develop and provide training plans on the specific tasks and responsibilities of the role, as well as any relevant systems or tools.

4. Maintain regular Admin reporting Process

·  Archive all the relevant administrative and HR documentation according to Tdh procedures and submit original files to Nairobi while maintaining copies for own reference.

·  Collaborate in the preparation of documents for donor and statutoty reports and/or audits.

·  Provide relevant report to the Field Coordinator and Snr HR Officer upon request.

·  With Field Coordinator and Snr HR Officer, facilitate regular check-ins schedule to provide support and address any concerns the staff may have.

·  Coordinate key staff events and activities, if any.

Child Protection Policy

·  Commit to respect the Child Safeguarding Policy.

·  Commit to ensure the best implementation possible of the Child Safeguarding Policy in Kenya, including participation in annual audit, and reviews and updates of action plan.

·  Commit to inform the Country Representative and/or the Field Coordinator to deal with any case of any allegations or possibility of transgression, even potential, of the Child Safeguarding Policy

Abuse Prevention Policy – Operational Risk Management

·  Commit to respect Tdh Risk Management Policies including: Child Safeguarding Policy, Safety and
Security Policy and Anti-Fraud/Corruption Policy, Code of Conduct, Whistle Blowing Policy

·  Commit to ensure the best implementation possible of the Tdh Risk Management Policies

·  Commit to inform supervisors and to deal with any cases, allegations, or possibility of transgression,
even potential, of the Tdh Risk Management Policies.

Undertake all other duties that may be determined by the Snr HR Officer and/or Country Representative and that are compatible with the job.

QUALIFICATIONS AND EXPERIENCE

Knowledge

·  University Degree with a HR specialization.

·  Minimum of 2 years work experience perefeable within an NGO

·  Strong knowledge of computer applications, especially MS Word and Excel.

Skills:

·  Demonstrated ability to maintain integrity in performing responsibilities assigned

·  Ability to work independently, under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision.

·  Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.

·  Ability to communicate clearly and constructively on negative and positive points

Application modalities:

Interested candidates who meet the criteria above are encouraged to send their applications letter
and detailed CVs to KEN.recruitment@tdh.ch.

Candidates are required to indicate the position title on the subject line of the email when applying.

Kindly note only applications sent to this email address will be considered.

Only shortlisted candidates will be contacted.

Female candidates are encouraged to apply.

Closing date for the application of this position is 09 March 2023.

Tdh’s recruitment and selection procedures reflect our commitment to protect children’s rights, which includes the prevention of all forms of child abuse.

Tdh is an equal opportunity employer