Scope of Work
Position: Human Resources and Administration Manager
Activity: USAID Kenya / East Africa Journey to Self-Reliance (J2SR) Mission Support Program
Implementer: SoCha LLC
Company background: SoCha (a portmanteau of Social and Change) is an independent Monitoring, Evaluation and Learning (ME&L) firm that provides bespoke solutions to social challenges.
Since our inception in 2010, we have grown into a fully-fledged ME&L services firm that specializes in advancing innovative methodologies and changing the way donors find solutions to social problems.
Activity background: USAID/Kenya East Africa seeks to advance what self-reliance means for Kenya and the broader region. To support USAID/KEA to align programming toward promoting self-reliance outcomes, SoCha LLC has recently been awarded and will implement a two-year (optional three-year) mission support program to enable USAID to pivot into this journey to self-reliance (J2SR).
To support this journey, the J2SR program will support USAID/KEA to understand context, align programs, collect data, understand complexity, and apply learning to program adaptation.
Thus, the Journey to Self-Reliance program aims to:
- Strengthen monitoring, verification, and reporting systems;
- Improve the utilization of evaluations, assessments, and analyses to fulfill learning objectives and inform decisions;
- Improve internal and external coordination, collaboration, and learning;
- Enhance practices of learning and adapting; and
- Support strategy development and process management.
J2SR is both a support contract and a core learning mechanism for the USAID/KEA mission.
J2SR will support USAID/Kenya and East Africa across all technical areas, operating in Nairobi, Kenya with travel in both Kenya and the East Africa region.
J2SR will partner with local organizations and local firms and will work to build local capacity to drive ambitious development agenda throughout Kenya and East Africa.
Position background: This position is responsible for all Human Resources and Administrative matters in Nairobi office.
The Human Resources and Administration Manager will directly supervise the Admin Assistants.
- Manage all aspects of recruitment—advertising, reviewing and short-listing applications, scheduling and participating in interviews, checking references, gathering all necessary documents and ensuring they are accurate and complete, and preparing and presenting offers.
- Ensure that all LTTA and STTA recruitment documentation are complete and saved in appropriate systems folders.
- Prepare Independent Consultant Agreements and Employment Agreements, collect complete and accurate supporting documentation, monitor level of effort, and distribute monthly STTA tracker.
- Manage staff on-boarding to ensure set-up of necessary equipment, systems, and other needs are in place upon LTTA and STTA start date, and oversee the orientation of newly hired LTTA staff.
- Review all staff timesheets for accuracy and completeness, ensure that all staff adhere to SoCha timekeeping and leave policies, and monitor staff leave balances.
- Ensure consultants and employees are paid in a timely manner and manage any necessary consultant amendments and employment agreement modifications.
- Draft and update the MSP Personnel Manual and Local Employee Compensation Plan, ensuring they are in accordance with SoCha and USAID policies and regulations, and Kenyan labor law.
- Oversee all aspects of national and regional personnel performance and professional development tasks—goal setting, regular evaluation, and end-of-year assessments.
- Contribute to procurement of health insurance, ensure that all staff are enrolled in Project insurance policies and serve as point of contact for any ongoing communication with providers.
- Manage all immigration needs of expat LTTA and STTA staff.
- Direct and supervise the work of Administrative Assistants
- Establish procedures for the operation and maintenance of the office
- Supervise the work of service providers including, IT services, security
- Manage the office budget for all ongoing services and costs (e.g. rent, utilities, supplies, maintenance, telephone) for all offices;
- Maintain lease agreements and utilities accounts for office. Ensure proper record system is in place to track usage
- Ensure that a system is in place to monitor staff communication costs, including mobile phones and modems
- Ensure all inventory is properly tagged and recorded in the inventory records
- Conduct semiannual physical inventory and record any losses or damaged items. Prepare report to USAID for any losses
- Assist program staff to manage events (e.g. budgets, venues, equipment and supplies)
- Prepare annual property report for USAID
- Participate as a full member in the Security Management Team
- Other tasks, as assigned by the supervisor.
- Bachelor’s Degree in business administration, Management or other relevant field. Master’s Degree (preferred)
- 5+ years working experience of demonstrable experience managing human resources and administrative, operational and procurement tasks on donor funded projects
- Excellent writing, computer and organizational skills
- USAID experience and basic knowledge of FARs and AIDARs is highly desirable
- Proven ability to work closely with a variety of project stakeholders including local senior and support staff, USAID personnel, Home Office staff, consultants, vendors and subcontractors to work collaboratively to solve administrative and operational problems as they arise; and
- Proven ability to independently plan and execute complex tasks while addressing daily management demands
Place of performance: Nairobi, Kenya with occasional travel within Kenya or East Africa region
Reporting: Reports to the Director of Finance & Operations
How to Apply
Interested candidates must submit their CV by end of day, Thursday November 28, 2019.
To apply, kindly click on this link: https://socha.today/human-resources-and-administration-manager/