HR and Logistics Coordinator – Africa – Kenya

HR and Logistics Coordinator (Africa)

LAW is an independent, non-profit organization comprised of human rights lawyers and legal professionals working in fragile and conflict-affected areas in the Middle East, Africa and South Asia. LAW has a particular focus on gender equality and sexual and gender-based violence, rule of law and accountability, and transformative justice – and is committed to delivering justice to those who need it most.

LAW’s groundbreaking work has received international media coverage, including in the New York Times, the Times of London, the Guardian, Al-Jazeera, BBC News, France24, The Independent, Voice of America, Huffington Post and Foreign Policy.

Legal Action Worldwide is looking for a dynamic HR professional to join their dedicated team and be responsible for the timely execution of day-to-day HR activities and ensuring teams are fully supported. You will have experience leading recruitment, drafting high-quality contracts and other HR documents, and delivering employee training and capacity building with partners. As part of a larger HR team, you will work collaboratively and build excellent relationships internally and externally to ensure smooth and consistent service delivery. You will report directly to the Program Manager and in the matrix to the HR Director.

MORE ABOUT THIS POSITION

Where? The role is based in the Nairobi office in Kenya. You must have the legal right to work in Kenya. Some regional travel opportunities may be available.

This is a full-time contract with a term of 12 months. An extension is possible depending on financing.

Salary: Competitive remuneration rates apply.

Role overview and responsibility

The Human Resources and Logistics Coordinator will provide comprehensive support to the teams, ensure compliance and carry out activities in accordance with the responsibilities listed below:

Human Resources

• Managing the recruitment and selection process; preparing job descriptions, job advertisements, shortlisting, scheduling interviews, preparing appropriate interview materials and contacting candidates, as well as participating in interview groups;
• Manage employee probationary periods and ensure timely performance reviews are conducted with the supervisor. Identify training needs and develop career development plans.
• Responsible for personnel records, including maintaining confidential personnel files, vacation records, etc. to ensure they are accurate and up to date;
• Ensure your employees receive appropriate training and maintain consistently high standards, including code of conduct, safety policies and wellbeing initiatives.
• Manage employee performance concerns or resolve issues efficiently and effectively with appropriate support and HR intervention in coordination with the Program Manager and escalate to the HR Manager when necessary.
• Support the Head of Human Resources and Compliance in developing policies and toolkits and ensure that LAW policies and procedures are integrated and followed.
• Writing offer letters; ensuring all paperwork is processed (pre-employment reference and background checks); and that all new hire procedures are followed correctly;
• Draft contracts, employment and consultancy agreements with service providers/other suppliers as well as the maintenance of an efficient system for tracking contract expiration, contract extensions and contract changes are adequately documented;
• Manage the induction and training of all new employees and ensure that employees have the appropriate information, training, work areas, LAW equipment including health insurance;

Payroll accounting and logistics

• In coordination with the Finance Coordinator, ensure smooth processing of payroll and wage statements, employee registration, salary payments and tax deductions, timesheets, exit authorization, etc.
• Coordinate with brokers (health insurance) to manage appropriate coverages and policies for personnel;
• Lead the procurement and vendor selection process (suppliers and service providers), obtaining bids, preparing bid analyses, drafting contracts and ensuring regular reviews of service agreements in accordance with funder and LAW requirements.
• Serving as a point of contact for office suppliers and vendors; responding to enquiries, ensuring follow-up of utility bills and payment authorizations;
• Consult the letting agent regarding all questions regarding property management, etc.;
• Maintain procurement and financial compliance, assist with office/stationery stock management and inventory tracking of LAW equipment including laptops etc.;
• Coordinate project teams or guests traveling to the Africa Hub or mission-based country offices and advise and assist them with any visa or work permit requirements, including arranging flights and accommodation.

Partnerships

• Support the Program and Finance team in monitoring partners’ compliance with the partnership agreements: monitor reporting requirements, organize compliance training, and perform other tasks as determined by the Program Manager.
• Prepare or review partnership agreements and ensure timely renewal or termination.

Security

• Support the program manager in maintaining and developing safety plans; risk assessment in coordination with the operations manager;
• Maintaining the office to ensure a safe and comfortable workplace and to ensure the safety of employees;
• Communicate with teams and inform relevant security authorities and government sources to stay informed about the security and political situation;
• Conducting risk and safety assessments when planning events, travel missions and excursions;
• Support the program manager by initiating emergency calls to staff in a crisis situation;

All other duties will be determined by the Program Manager or the Head of Human Resources and Compliance.

Required skills and qualifications:

• Bachelor’s degree in human resources management or business administration;
• At least 4 years of proven experience in an HR function in a similar position
• Track record of providing comprehensive HR services including procurement, policy and guidance development;
• At least one year of proven experience in performing general payroll processing and complying with legal requirements;
• Flexible and proactive with the ability to handle different demands and multitasking
• Preferably experience working with an international NGO or experience supporting NGO functions/teams remotely;
• Knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
• Excellent communication skills, including fluency in English; other languages ​​such as French are an advantage;
• Independent work, a high degree of organization and prioritization of tasks;
• Proven experience in building positive relationships with diverse stakeholders;
• Excellent knowledge and understanding of Kenyan labour law;
• Skills and abilities to support capacity building;
• Ability or track record in implementing protective measures