Regional HR and Administration Manager

The Danish Refugee Council (DRC) has been providing relief and development services in the Horn of Africa since 1997. Using a human rights framework, the DRC East Africa and Great Lakes (EAGL) operation focuses on people who are affected by displacement, including refugees, internally displaced, migrants, and host communities in Burundi, Ethiopia, Djibouti, Democratic Republic of Congo, Kenya, Somalia, South Sudan, Sudan, Tanzania and Uganda.

The Regional HR & Administration Manager will lead and manage Human Resources functions, provide overall advice, coordination and management to the Human Resources and Administration team as well as technical Human Resources support to the Country offices. Ensure efficient support to the program in accordance with existing DRC policies and procedures.

Responsibilities:

Management

• Lead and manage the Human Resources team (including people planning, performance, well-being and development)
• Provide technical support, advice and capacity build the Human Resources team
• Advise and assist managers in Human Resources related issues and concerns Recruitment, development and people planning:
• Drive and support recruitment and selection activities ensuring compliance with recruitment process
• Work with senior management team and senior staff on new staff retention strategies and initiatives
• Ensure proper onboarding process
• Ensure oversight and consistency in position titles and grades, across all field locations
• Assist managers to identify, recommend and approve Learning & Development initiatives for their employees through DRC’s Learning Catalogue.

Performance, well-being, compensation & benefits

• Proactively respond to and manage performance counseling, employee grievances and disciplinary issues as required, with a focus on building manager competency and ensuring that documentation is kept
• Lead the performance management process
• Act as an impartial mediator in disciplinary procedures and ensure it is administered in an equitable and fair manner and meets all legal and labor regulations and requirements
• Lead people well-being initiatives
• Define and review salary structure in partnership with the Senior Management team and coordinate annual compensation review process and compensation adjustments.

Human Resources Policies and Support

• Maintain and update Staff Human Resources Handbooks as necessary
• Proactively pursue continuous process improvement in Human Resources related practices in order to enhance the quality and efficiency of output/delivery.
• Work closely with HQ and Regional Office to share information and provide support as required
• Accountable for making sound decisions based on DRC policies, MOPs, standards, and the advice of technical experts in DRC.

Administration

• In coordination with the Admin Officer at the RO, ensure effective and efficient management of office administration policies, systems and procedures.
• Ensure an up to date database of contracts to track rental installments due, notice periods, renewals, deposits and municipality tax payments is maintained and in coordination with the officers, have all the contracts (property, office rentals, international staff housing) are prepared/extended on time.
• In coordination with HR officers, ensure that benefits are duly explained to employees and serve as liaison between employees and respective insurance company.
• Ensure that pre and post-paid phone lines are issued and managed in accordance with DRC policies.
• Ensure efficient controlling and issuance of keys for offices and guest houses, ID cards and entry and exit procedures for all staff.
• Manage orientation process and arrivals checklist for new staff and ensure support for all new staff and visitors with travel and accommodation.
• In coordination with officers, ensure a regular supply and tracking of usage of office stationery and supplies, cleaning and kitchen products.

Others

• Support Regional Office in conducting COC trainings and Investigations.
• Any other task as may be required by the Line Manager.

About you

In this position, you are expected to demonstrate DRC’s five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.

Qualifications and Experience

• Relevant Masters University Degree
• Professional training in Human Resources Management
• Minimum 7 years NGO experience and 3 years with People management.
• Ability to develop clear goals and identify priority activities and assignments
• Demonstrated experience in the use of DRC Dynamics.
• Strong communication and inter-personal skills, demonstrated ability to work in a multi-disciplinary team.
• Proven ability to manage large and varied workloads, and deal constructively with stress and periods with long hours.
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision.

• Pro-active, stable and robust character and a good team-player

• Full professional proficiency in English

• Proficiency in French is beneficial

Conditions

Contract: Salary and other conditions are offered in accordance with DRC’s Terms of Employment for Staff ; Employment band M F

Duty station: Nairobi,Kenya

Reporting Line: Regional Head of support services

Providing equal opportunities We are committed to creating an inclusive and positive work environment based on mutual respect for all employees. All applicants are considered for employment without attention to race, age, ability, ethnicity, nationality, religion, gender identity, sexual orientation, marital status, or any other factor. At DRC we celebrate diversity and appreciate our employees for the people they are and their unique skills, backgrounds, and perspectives. We encourage all interested candidates to apply.

Promoting high standards : DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process