HR & Logistics Coordinator - Africa at Legal Action Worldwide (LAW)

Role Overview and Responsibility

The HR and Logistics Coordinator will be delivering a comprehensive support to the teams and ensure compliance, and perform activities in accordance with responsibilities outlined below:

Human Resources

• Lead on the recruitment and selection process; drafting job descriptions, advertising, short listing, scheduling interviews, preparation of appropriate interview documents and liaising with candidates, also participating on interview panels;
• Lead on staff probation and ensure performance reviews are held in a timely manner with the line manager; identifying training needs and developing professional development plans;
• Accountable for HR documents, including maintenance of confidential personnel files, leave records etc to ensure these are accurate and up to date;
• Lead on staff receiving relevant training and adhere to consistent high standards, including the Code of Conduct, safeguarding policies and wellbeing initiatives;
• Manage staff performance concerns or conduct issues efficiently and effectively with appropriate support and HR intervention in coordination with the Programme Manager and to escalate to Head of HR as necessary;
• Support the Head of HR and Compliance on developing policies, toolkits and ensure that LAW policy and procedures are embedded and adhered to;
• Drafting offer letters; ensure all paperwork is processed (pre-employment reference and background checks); and all new employee procedures are correctly administered;
• Draft contracts, employment and consultant agreements to service providers/ other vendors, and maintaining an efficient system to tracks contract expiry, renewal and changes in contracts are adequately documented;
• Lead on induction and onboarding for all new starters ensuring staff have appropriate information, training, workspace, LAW equipment including medical insurance;

Payroll and Logistics

• Ensure smooth running of payroll and pay slips in coordination with the Finance Coordinator; employee registration, salary payments and tax deductions, time sheets, exit clearance, etc;
• Coordinate with brokers (medical compensation insurance) to manage appropriate covers and policies for staff;
• Lead on the procurement and vendor selection process (suppliers and service providers), obtaining quotes, preparing bid analysis, drafting contracts, and ensuring periodic reviews of service agreements as per donor and LAW requirements; .
• Focal person for office suppliers and vendors; respond to queries, ensure utility bills and payment authorisation are tracked;
• Liaise with the letting agent on any building management issues etc;
• Procurement and financial compliance, assisting with maintaining office /stationery supplies, and track inventory of LAW equipment including laptops etc;
• Coordinate with project teams or guests travelling the Africa Hub, or country offices on mission with advise and assist on all visa or work permit requirements, including planning of flights and accommodation.

Partnerships

• Support the Programme and Finance team to follow up on partners’ compliance with partnership agreements: monitor reporting obligations, organise trainings on compliance with policies, and other duties as specified by the Programme Manager;
• Draft or review partnership agreements, ensure timely renewal or termination.

Security

• Support the Programme Manager to maintain and develop security plans; risk assessment in coordination with the Operations Director;
• Maintenance of the office to ensure a safe and comfortable workplace and implementation of staff security and safety;
• Communicating with teams and keeping up to date with relevant security agencies and government sources to ensure awareness of the security and political situation;
• Conducting risk and security assessment when planning events, travel missions and field trips;
• Supporting the Programme Manager by initiating emergency calls to staff in a crisis situation;
• Any other duties as specified by Programme Manager or the Head of HR and Compliance.

Skills and Qualifications Required:

• Bachelor's degree in human resources management, or Business Administration;
• Minimum 4 years demonstrated experience working within a HR function in a similar position
• Track record of delivering comprehensive HR service including procurement, drafting policies and policies;
• Minimum 1 year’s demonstrated experience of delivering general payroll and complying with statutory requirements;
• Flexible and proactive with ability to manage different demands and multi-tasking
• Experience working with an international INGO preferred or NGO experience supporting functions / teams remotely;
• Proficient in Microsoft Office applications (word, excel, PowerPoint, outlook)
• Excellent communication skills, including fluency in English, other languages such as French is an advantage;
• Towork independently, with high level of organisation and prioritize tasks;
• Demonstrated experience to establish positive relationships with various stakeholders;
• Excellent knowledge and understanding of Kenyan Labor law;
• Ability and skills to support capacity building;
• Ability or track record of implementing safeguarding practices