HR & Administration Manager Job, Administration Jobs Kenya 2021,

ICAP of Columbia University (registered in Kenya as Center for International Programs-Kenya) is working in partnership with the Ministry of Health to strengthen Public Health Initiatives in Kenya.

Applications are invited for the following fixed term PROJECT RISE POSITIONS

JOB TITLE: Human Resource & Administration Manager


Overall Job Function:

Reporting to the Country Director the HR and Administration Manager will be responsible for:

 Key Responsibilities HR Function

  • Develop a human resources management strategy for the organization, that reflects and supports the organization’s operational goals and responds to human resourcing challenges
  • Develop and/or update human resources management policies and procedures that reflect market best practice, promote employee motivation and retention
  • Develop and implement optimal performance management systems and processes, clearly monitor and measure and reward performance and help to maximise employee productivity
  • Administer the performance management system and ensure that all Officers and Managers set specific measurable, achievable, realist and time bound (SMART) performance objectives. Ensure that regular reviews are conducted as required and remedial actions taken as and when required
  • Take responsibility for talent management; hence, develop and implement relevant policies, processes and procedures, ensure that these are implemented and monitored to ensure that the required results are achieved
  • Ensure that the organization has access to quality human resources on a long-term basis, by developing and implementing appropriate human resources planning and recruitment activities and implementing staff retention strategies that reflect best practice
  • Ensure that ICAP-K has optimal compensation and benefits systems, processes and standards, that ensure that the organization’s pay structures are in line with market, and allow the organization to attract and retain quality staff and are cost efficient. Regularly carry out or participate in salary surveys so as to stay abreast with market pay standards
  • Ensure that ICAP-K has in place comprehensive job descriptions that are clearly aligned to the organisation structure, reflect the appropriate accountability levels for each position and clearly specify required qualifications and competencies
  • Continually assess staff skills against the specified competencies, identifies skills gaps and puts in place staff  development programmes that address such gaps
  • Promote a culture of continuous development and encourages staff to take actions to improve their skills and capabilities at all times
  • Ensure that employees receive timely and accurate information on all key developments within ICAP-K by identifying and implementing appropriate communication channels, ensuring that they are used regularly and that such channels promote the capture of relevant feedback from staff
  • Set standards for, organises and oversees the provision of an efficient office support function, including but not limited to secretarial, transport, travel and security services and procurement of office supplies and equipment
  • Manage employee discipline and ensure compliance with ICAP SOPs, labour rules and regulations in all instances. Put in place and manage appropriate employee management procedures that ensure the speedy and effective resolution of employee concerns and grievances and promotes employee motivation and commitment
  • Ensure an optimal work environment that promotes employee motivation, team work and helps to maximize employee productivity

Key Responsibilities Admin function

  • Participate actively in the planning and execution of company events
  • Responsible for developing standards and promoting activities that enhance operational procedures
  • Allocate available resources to enable successful task performance
  • Coordinate office staff activities to ensure maximum efficiency
  • Design and implement filing systems
  • Ensure filing systems are maintained and current
  • Establish and monitor procedures for record keeping
  • Ensure security, integrity and confidentiality of data
  • Design and implement office policies and procedures
  • Oversee adherence to office policies and procedures
  • Analyze and monitor internal processes
  • Implement procedural and policy changes to improve operational efficiency
  • Prepare operational reports and schedules to ensure efficiency
  • Coordinate schedules, appointments and bookings
  • Monitor and maintain office supplies inventory
  • Review and approve office supply acquisitions
  • Handle customer inquiries and complaints
  • Manage internal staff relations
  • Maintain a safe and secure working environment


  • Bachelor’s degree in Business Studies or Social Sciences from a recognized university
  • Master’s degree in Administration/Human Resource Management and /or a relevant MBA from a recognized university an added advantage
  • A professional HR qualification, such as a Higher National Diploma in Human Resources Management, post graduate diploma in HR management
  • Membership of a professional human resources management institution
  • At least 5 years as a human resources and administration professional including 3 years as a head of human resources in a large international corporate or multilateral organization
  • Practical experience in HR strategies generally and particularly to attract and retain high caliber professionals; foster skills development and facilitate succession planning
  • Exposure to compensation and benefits package development; salary surveys
  • Practical experience in developing and implementing strategies for managing performance, motivation, change and culture management of staff of different nationalities and diverse cultural backgrounds
  • Familiarity with the employment laws
  • Ability to communicate with clarity to diverse audiences in writing and verbally.

How to Apply

All applications including a current CV, telephone number and 3 referees (one who should be at least your current/previous supervisor) should be sent to the Country Director, [email protected] on or before September 23rd 2021.

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