Kenya Integrated Pharmaceutical and Supply Chain Technical Assistance (KIPS)

POSITION Human Resources Officer

MAXIMUM LEVEL OF EFFORT Full-time long-term

BASE OF OPERATIONS Nairobi, Kenya

POSITION REPORTS TO Operations and Finance Director

1. PROJECT BACKGROUND

The purpose of the Kenya Integrated Pharmaceutical and Supply Chain Technical Assistance project (KIPS) is to ensure sustainable access to and appropriate use of quality-assured and affordable health commodities through a resilient and mature supply chain system and pharmaceutical regulatory services. KIPS will work to strengthen the capacity of local systems, institutions, and individuals to sustainably manage supply chains, for both USAID-procured health commodities and those procured through national/local systems, and to strengthen local pharmaceutical management systems, including quality pharmaceutical services and national regulatory systems.

2. POSITION PURPOSE

The Human Resources Officer supports the project team in all activities related to Human Resources (HR) according to DAI’s policies and procedures and USAID requirements. This position supports DAI recruitment and staffing, and the onboarding process. Furthermore, the HR Manager maintains employee records and ensures all personnel files are complete and up-to-date. The HR Officer provides guidance and support to employees on HR-related matters, including benefits, leave management, and performance evaluations.

3. KEY DUTIES & RESPONSIBILITIES

• Identify qualified candidates, invite and encourage prospective candidates for employment. Screen candidate in collaboration with the hiring unit, short-list the ideal candidates; participate in interview, and make hiring recommendations; inform short-listed candidates for test/interviews and the final result; notify applicants of results of selection process and prepare job offers; check references and suitability of applicants before making the offer; discuss recruitment policies with superiors to ensure effectiveness of selection techniques and recruitment programs; ensure transparent and bias free recruitment process.

• Ensure recruitment is compliant with the DAI policies and procedures as well as USAID requirements and Kenyan laws.

• Proactively ensure gender equity and social inclusion in recruitment processes and find creative ways to ensure that the KIPS team of professionals is diverse and inclusive.

• Provide applicants and new hires with information about the job including hours and pay, tasks, responsibilities and working conditions.

• Plan and deliver training sessions with regards to human resources.

• Conducting orientation sessions for new employees to familiarize them with the DAI’s policies, procedures, and culture.

• Establish calendar and process for completing annual and probationary employee performance evaluations. Train supervisors charged with conducting evaluations of staff members in their units and monitor compliance with the process. Track and notify managers when annual appraisals are due – managing any resulting staffing change requests and contract amendments – ensuring that policies and procedures are followed according to the Personnel & Policy Manual.

• Establish and maintain a database of all employee contracts with dates of contract start, termination and dates and information on starting salary and increases; coordinate and supervise preparation of employment agreements for all the Project´s staff.

• Assist in updating personnel and policy manual, review and/or advice on policy change, dissemination and implementation of new policies from HO or management.

• Ensure all documentation is provided to departing staff including exit orientation, return of all project properties to relevant departments; assist in drafting termination letters (when needed) and orient departing employees on benefits they are entitled to.

• Enter HR data into Technical & Administrative Information System (TAMIS) and generate required reports.

• Ensure accurate recording of office personnel and pay records, including, but not limited to, leave taken and available, and advise the Director of Operations and Finance of the status of such issues on a monthly basis.

• Supervise/Manage maintenance of all staff timesheets, prepare monthly timesheet report to finance including leaves taken, changes in status, increases or transfers for the payroll.

• Establish and maintain system for personnel files.

• Establish and maintain a complete set of Organizational Charts, update and distribute them regularly to key staff within the project.

• Organize team building activities with the staff to promote teamwork, as well as other types of activities that promote a cordial and results-oriented work environment.

• Manage all closeout related duties for Human Resources throughout final project closedown.

• Understand DAI and USAID rules, regulations, processes and systems for compliant project implementation.

• Ensure safeguarding of staff and a strict zero tolerance policy towards corruption and unethical behavior

• Uphold DAI ethics and values in all aspects of the job.

• Perform other related duties as required.

4. QUALIFICATIONS

• Bachelor’s degree in human resource management or related field. An advanced degree or its equivalent is preferred.

• Minimum 8 years of work experience in Human Resources, including recruitment, negotiation, employee performance management, and compliance.

• Prior experience working on USAID or other donor-funded projects.

• Prior experience working in Kenya.

• Knowledge of Kenyan Labor Law and/or Legal Regulations on labor is required.

• Professional proficiency in English is required.

• Computer literate with experience in e-mail, word processing, and spreadsheet.

5. SKILLS

• Ability to multi-task and prioritize tasks. Excellent organizational skills and ability to work effectively as part of a team.

• Demonstrated exceptional customer relations skills (both internally & externally).

• Possesses training and/or work experience in problem-solving, leadership, and conflict management.

• Excellent communication and personnel management skills and ability to relate to people at all levels of an organization and from different multicultural backgrounds.

For further information and application submission, please see the link and follow the instructions:

https://fs23.formsite.com/OLJTgx/5zuwcztmnv/index

APPLICATION INSTRUCTIONS:

Select the position you are interested in applying for, fill out the required information, and upload your CV. Applicants are encouraged to apply as soon as possible, as interviews will be conducted soon. Please note that due to the volume of applications we receive and the urgency of filling positions, only shortlisted applicants will receive notification on the next steps. The application closing date will be November 6, 2024

ABOUT DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world.

DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work. DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner.

DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.