JOB PURPOSE 

The role of this position is to provide strategic and tactical support to the core HR functions of the section and ensuring role of HR is implied as a strategic business partner in all areas of support and collaboration.

The Head of HR & Administration is a senior team leader, and hierarchically reports to the HR & Admin Director of MSF EA. H/She will be a member of the extended management team of MSF EA, provides strong input on strategic developments of Field HR area and guidance on HR and administrative matters related to the office operations.

H/She will ensure that the MSF EA fulfils all requirements necessary of a Section office in terms of its Field HR mandate, analysis and reporting of the same, maintaining a close link with OC’s and partner Sections HR department’s and is an active member of key platform’s contributing to global initiatives for HR and strategic direction and positioning of the Section office.

H/She will provide technical support and guidance to the HR/Admin unit team and ensuring policy, system, process and procedures are in place to support the Section office operations in Nairobi.

MAIN TASKS & RESPONSIBILITIES

Accountable for all Office & Field HR Unit management and strategic requirements, Work in close collaboration with the HR Director and MT for realisation of the Global vision and Strategy of MSF EA. 

Field HR Management:

• Define/review and ensure implementation of the Field HR strategy on the broader vision of MSF EA and global orientation, ensuring that the strategy is aligned to the vision and other broader initiatives of the office.
• Develop initiatives, concepts, alternative approaches and solutions to Field HR needs through active engagement with various platforms locally and globally.
• Ensure that the definition of needs for recruitment & career management for MSF EA and alignment with the wider movement for the region are clearly anticipated, appropriated and prioritised within the planning, and internal mechanisms/resources are in place and available to give proper feedback and support to current and new requests.
• Represent the MSF EA at various platforms on HR where needed and promote the strategies and vision to assure its well aligned with other global initiatives within or outside the movement.
• Contribute to and participate on discussions/forums and documents required for the MSF EA HR initiative and attend internal/external HR platforms and meetings to promote and discuss progress, strategy and buy-in from other interlocutors.
• Ensure alignment of the induction and global on boarding initiatives to the recruitment and proximity/career management plans/activities.
• Ensure that the MSF EA HR team works coherently with counterparts in OC’s & sections and objectives and expectations are realised through active interaction, discussion and exchange.
• Support & supervise the staff in the Field HR unit and align responsibilities/activities accordingly in order to align to the global strategy/vision.
• Follow-up the team on regular basis by setting objectives and priorities and providing guidance regarding the content of their role.
• Manage and implement the budget of the Field HR unit and participate in annual planning exercise.

Office HR & Admin management:

• Participate in the HR function in the annual, mid-year and other adhoc planning exercise.
• Provide leadership and technical support/advice in all aspects of Office Human Resources management for the MSF EA.
• Provide close supervision, guidance and support to the HR Manager, providing technical support in key areas on rewards/compensation, onboarding and hosting functions, policy framework and procedures, and to ensure that clear activities and objectives are defined and met by the team.
• Follow-up the team on regular basis by setting objectives and priorities and providing guidance regarding the content of their role.
• Identify when support and guidance concerning staff management is needed and provide this, giving timely advice to staff and department/unit supervisors.
• Manage potential work-related conflict between the team members and ensure mitigation of the same through relevant procedures/guidelines where necessary. Ensure that the behaviour commitment and work ethics are followed and implemented, with proper mechanisms for handling grievances in the office.
• Safeguard HR data through key function in the ERP and as key actor in Data protection and security function. Observes and fosters confidentiality in the access, use and management of all staff data (GDPR application).
• Support the HR Manager in the set-up of the administration team and define roles and responsibilities of staff concerned.
• Ensures consistency and adequate/appropriate information flow within the office and with other MSF offices on all HR/Administrative matters.
• Facilitates communication with the relevant Departments in OC’s in order to streamline local procedures and to facilitate and resolve problems.
• Ensure a proper reward system with proper management and administration of staff payments, payroll management/implementation and application of required taxes and statutory requirements by Law for staff in Kenya and implication of all non-Kenyan staff working in the MSF EA under different international contracts.
• Ensure proper monitoring and review of the rewards and compensation structure, advising on benchmark, inflation or other necessary adjustments based on local and global trends.
• Advice on legislation in force in the country and ensures that MSF complies with it. S/he is knowledgeable about MSF and OCBA policies concerning working conditions and ensures compliance with these.

Reporting

• Focal point on MSF EA data, statistics and reporting internally and in the movement.
• Ensure that activities and key indicators are visible and adequately reported as required of a section through various channels.
• Ensure the quality of the information provided through proper tools and systems for reporting.
• Provide/produce any other relevant HR reports required of the MSF EA for internal/external use.

SELECTION CRITERIA

Training and Experience

• University degree in Economics, Business Studies, Humanities, HR or the like. Masters is desirable.
• At least 4 years' experience in a job with responsibilities in (HR) management, preferable in the non-profit making sector.
• Consolidated experience and knowledge of global HR management (selection, administration, competency-based management, training, etc.)
• Work experience at international level is desirable.
• Fluent English. Knowledge of Swahili, French is desirable.
• IT working knowledge (Microsoft Office).
• Knowledge/experience with ERP is an asset.
• Field experience with MSF or other humanitarian NGOs is a plus especially in operations and HR.
• Demonstrated strong leadership and management experience.

Competencies

• Commitment to MSF’s Principles
• Cross-cultural Awareness
• Strategic Vision
• Results and Quality Orientation
• Service Orientation
• Planning and Organising
• Initiative and Innovation
• Teamwork and Cooperation
• Leadership
• People Management and Development
• Networking and Building Relationships
• Security awareness and Management