Operations and Human Resource Manager

This also entails supervision of daily support functions of the organisation and planning the most efficient administrative procedures to ensure all support activities are carried on efficiently and effectively to allow the core business to function properly. This includes being responsible for efficient and effective procurement, logistics including vehicle management, ICT and human resource management at Basic Needs Basic Rights Kenya (BNBR).

2. DUTIES AND RESPONSIBILITIES

R1. General Administration

T1. Ensure effective logistical systems and support for the organization.

T2. Plan and coordinate administrative procedures and systems and devise ways to streamline processes Ensure the smooth and adequate flow of information within the organisation to facilitate core business operations.

T3. Ensure an effective and efficient ICT system is in place that supports all operations and activities in the organization.

T4. Manage an effective procurement system. Ensure effective/transparent procurement and disposal processes and oversee procurement of goods/services in accordance/compliance with policy and regulations.

T5. Promote adherence to policies and procedures as outlined in Finance, Human Resource, and Administration Policy manuals, other relevant BNBR policies, standards and statutory requirements.

T6. Facilitate development and periodic review of structures, systems, policies and procedures for human resource management, logistics, ICT, procurement and administration that provide for efficiency and effectiveness in operations and delivery of services at BNBR.

T7. Ensure necessary registration, licenses and permits, as required by local and national government, are obtained and kept current.

R2. Human Resource Management

T1. Keep safe custody of personnel files and ensure they are kept updated.

T2. Ensure existence and enforcement of human resource strategy, policies and procedures.

T3. Ensure that BNBR maintains effective human resource management and development processes (recruitment, contracting and placement, work attendance, capacity building, performance management, disciplinary and grievances, separation), and administrative systems.

T4. Ensure that BNBR maintains effective employee and industrial relations process (including disciplinary, grievance handling and separation) and effective staff welfare system.

T5. Ensure that BNBR undertakes periodic reviews of the remuneration (salary and benefits) structure.

T6. Ensure that BNBR maintains adequate occupational health, security and safety standards.

T7. Manage supervised staff and maintain an effective performance management process for the department.

R3. Maintenance of Properties, Facilities, Furniture and Equipment

T1. Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints

T2. Ensure that premises, facilities, furniture, vehicles and equipment are well maintained and kept in serviceable and good working condition.

T3. Ensure maintenance of adequate security, safety and health standards within the organization –for staff, 3rd parties, and use of office facilities, properties and assets.

T4. Ensure leases, tenancy agreements, service and maintenance contracts are in place and adequate.

T5. Organize and supervise other office activities (recycling, renovations, event planning etc.)

R4. Relationship Management

T1. Maintain and nurture productive and profitable relationships with relevant stakeholders; suppliers, consultants, relevant government departments and agencies, local community, donors, partners, collaborators etc

T2. Present and participate in relevant forums where nominated

T3. Maintain a network of peers and professional contacts for exchange of ideas and information

R5. Capacity Building

T1. Conduct training needs assessments and identify relevant training for employees and collaborators to foster a culture of learning and development Conduct periodic sensitizations for your team and staff in general on various learning areas for smooth management of the organisation’s resources and assets

R6. Supervision of Staff

T1. Manage the Operations Team to build a team which abides by best practice in administration, ICT, Procurement, HR and other related functions. This includes hiring, performance appraisals and constructive feedback

T2. Serve as part of the Management team, providing advice and support in operations

T3. Benchmark and propose/adopt best practice in operations

R7. Other Duties and Responsibilities

T1. Undertake any other assignment as may be directed by the Executive Director or Board from time to time.

3. EDUCATION

• Bachelors Degree in Business, Economics, Finance, Law, HRM, Procurement, Operations or related areas from a recognized University.
•  A higher diploma in Human Resource Management (HRM) or Certified Human Resource Professional (CHRP)
•  A member of the Institute of Human Resource Management (IHRM)

4. EXPERIENCE

At least eight (8) years of cumulative professional experience; ideally with broad HR, administration, operations and management experience, at least four (4) years of which have been in senior level managerial position in the NGO sector of similar capacity.

5. KNOWLEDGE, SKILLS AND ABILITIES

•  Strong understanding of HR procedures and standards
•  Excellent communication and organizational skills. The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently.
•  In-depth understanding of office management procedures and departmental and legal policies
•  Familiarity with financial and facilities management principles
•  Proficient in MS Office
•  An analytical mind with problem-solving skills
•  Excellent organizational and multitasking abilities
•  A team player with leadership skills

1. Only applications submitted via Brighter Monday will be accepted
2. The deadline for submitting applications is 8th Jan 2025