Job Description
1. Job Profile
a. Job Title: Human Resource & Administration Manager
b. Status: 3 Years Contract (Renewable on performance)
c. Duty Station: Headquarters
d. Reporting to: Chief Executive Officer
e. Division/Department: Human Resource and Administration
f. Directly Supervises
• Human Resource & Administration Officer
• Senior Procurement Officer
• Executive Assistant
2 Purpose of the Job
To provide strategic leadership and management oversight for the Human Resources, Staff
Development and Administration functions in matters of strategy, policy compliance and
operations in line with Chai Sacco strategic mission, vision and corporate values.
3. Duties and Responsibilities
I. Managerial Roles and Responsibilities
(a) To carry out Human Resource Related duties as follows:
i. Develop human resource plans and strategies aligned to the Society’s business
strategy.
ii. Development of staff welfare policies and procedures as aligned to the Society’s
business strategy.
iii. Provide advisory and support services to line managers in administering Society
staff policies, disciplinary issues, conflict resolution, grievance handling, and other
people management matters.
iv. Advice on employee relations and communication policies and strategies to
maximize staff involvement and commitment while minimizing conflict.
v. Formulate and implement strategies on human resource planning and recruitment.
vi. Oversee the induction of new staff members who join the Society.
vii. Assist in ensuring proper deployment of staff in the organization.
viii. Advise the Chief Executive Officer and other Managers on appropriate human
resource management policies and strategies.
ix. Plan and direct employee development, performance and career management
programmes to improve individual and corporate performance.
x. Implements performance management system, ensures staff are regularly appraised
and relevant reports prepared and submitted for management decision making.
xi. Implementation of reward management and remuneration policies and strategies
that attract, retain and motivate employees to higher productivity.
xii. Review human resources policies, procedures, documentation and systems to
identify needs for improvement and enhancement of the HR function as well as to
ensure compliance with ever-changing rules and regulations.
xiii. Develop and manage the department’s budget in liaison with Finance Department
xiv. Institutes resource estimation, procurement, allocation and utilization control
xv. Maintain proper records of staff personnel files, leave records, contract expiry and
renewals.
xvi. Ensuring proper management of employees benefit schemes, medical insurance,
pension.
xvii. Supervise staff attendance and plan work schedules as required.
(b.) To carry out Administration related duties as follows:
i. Taking charge of general office administration by managing office space,
maintaining service contracts, managing office equipment and monitoring
administrative costs.
ii. Running of the office by providing support in the managing of office space,
maintaining service contracts and managing office equipment.
iii. Supervising the administrative team including the support staff (messenger, driver,
cleaners, and security)
iv. Coordinating with the Senior Procurement Officer to ensure that office supplies
and inventory are replenished.
v. Liaising with the Finance Department to ensure prompt payment of purchased
supplies.
vi. In charge of giving direction on maintenance and repairs of office, furniture and
equipment
vii. Organizing and setting up staff functions such as staff meetings, long service award
ceremonies, team building, birthdays etc.
viii. Liaising with other departments on any admin issues.
II. Operational Roles and Responsibilities
i. Overall responsibility for staff welfare in handling of employees’ grievance, leave,
illness, staff counselling on personal or work problems
ii. Oversee Industrial Relations issues in the Sacco
iii. To take charge of HR planning and recruitment activities in the Sacco
iv. Facilitate training needs assessment with team
v. Organizing and coordination of training and capacity building programs for staff
and board
vi. Liaise with Finance Department to ensure prompt monthly returns of statutory
deductions – NSSF, NHIF, PAYE, DIT
vii. Preparation of HR reports on HR issues
viii. Participate in the preparation and implementation of the Strategic Plan
ix. Participate in organizational design of the Society
x. Analyze work processes and recommend improvements where necessary
xi. Ensure that quality, environment, health and safety programs are cascaded to all
levels
xii. Supervising, training and appraising staff
III. Perform any other duties as may be assigned from time to time
Key Result Areas
The jobholder’s accountability areas are outlined as follows:
• Effective and efficient staff recruitment
• Continuous staff development and appraisal
• Fair and equitable compensation of employees
• Management of harmonious employee relations
• Maintenance of appropriate working environment
• Ensures efficient staff welfare services
• Effective performance management system
• Effective cost control
• Ensure reliable Human Resource database
4. Job Specifications
a. Education
• Master’s degree in business related field
• A First degree in Social Science of Human Resource Management
• A Higher National Diploma in Human Resource Management
b. Skills Required
• Member of Institute of Human Resource Management
• Experience in Health and Safety or quality improvement is an added advantage
• Proficiency in computer knowledge with experience in Microsoft Office (Word, Excel,
and PowerPoint)
• Strong negotiation skills and leadership skills
• Sound knowledge of labour laws and Employment act 2007
• Ability to supervise company security and administrative functions
• Be a team player with strong interpersonal skill and good in employee relations
• Good conflict management skills
• Ability to maintain confidentiality
c. Minimum Experience Required
• A minimum of 7 years work experience in a similar role
Successful candidates will be required to meet the requirements of Chapter 6 of the constitution of
Kenya by obtaining the relevant documentation.