Human Resources & Administration Officer – Kisumu, Kenya – RTI International

Human Resources & Administration Officer – Kisumu, Kenya – RTI International

• Position: Human Resources & Administration Officer
• Company: RTI International
• Location: Kisumu, Kenya
• Type of Job: Full-Time
• Reporting to: Finance and Admin Director (FAD)
• Application Deadline: November 11, 2024

Introduction

RTI International is seeking an experienced Human Resources & Administration Officer to join the dynamic team supporting the USAID-funded Western Kenya Sanitation Project (USAID WKSP). This role is instrumental in managing daily HR and administrative operations across project sites, fostering a collaborative and client-centered environment, and ensuring efficient workplace systems. This opportunity allows you to contribute directly to RTI’s mission, particularly within the eight counties of western Kenya that this project serves, including Bungoma, Busia, Homa Bay, Kakamega, Kisii, Kisumu, Migori, and Siaya. As part of a transformative and sustainable project aimed at improving sanitation and hygiene services, you’ll be part of a team dedicated to making a lasting impact on communities.

This position is onsite in Kisumu, Kenya, where you’ll have opportunities to work closely with passionate professionals and build a network of experts committed to change. Join us to help foster a thriving sanitation marketplace in Kenya, enabling communities to access and benefit from improved sanitation services.

Key Responsibilities

As the Human Resources & Administration Officer, your primary responsibilities will cover both HR and administrative functions, ensuring compliance with internal policies and local labor regulations. Here is a breakdown of your main tasks:

Human Resources Responsibilities (50% LOE)

• Policy Compliance and Implementation: Facilitate the review and dissemination of HR policy guidelines, ensuring full compliance with local labor laws, RTI policies, values, ethics, and internal control frameworks.
• Communication and Task Coordination: Develop schedules to disseminate HR communications, prioritize tasks, and ensure adherence to recruitment procedures for temporary and long-term staffing.
• Recruitment Support: Collaborate with the Finance and Admin Director (FAD) in organizing recruitment processes, including shortlisting candidates, screening, setting up interviews, and processing offers and deployments.
• Leave and Absence Management: Maintain HR records, including tracking leave schedules and PTO authorizations, and advise staff on their entitlements.
• Contract Management: Partner with the FAD to prepare and submit Local National contracts, personnel action forms, and offer request memos.
• Performance Management Support: Provide guidance to project managers on performance management processes, including performance planning, documentation, and quality end-of-year appraisals.
• Orientation and Induction: Lead project staff orientations, ensuring all new employees are well-versed in their conditions, entitlements, and organizational values.
• Staff Census and Record-Keeping: Track and update project Staff Census, maintain a personnel database, and provide this information for project planning purposes.
• Policy Clarification: Offer clarity on HR policies, procedures, and benefits as outlined in the Kenya Employee Handbook and RTI’s practices.

Administrative Responsibilities (50% LOE)

• Supervision: Oversee the daily activities of office attendants and act as a dotted-line supervisor for office assistants.
• Front-Office Management: Manage reception, office supplies, and service contracts, ensuring smooth day-to-day operations.
• Logistics and Travel Coordination: Handle logistics for visitors, including hotel bookings and transport arrangements, while maintaining the program’s safety and security resources.
• Meeting Coordination: Prepare agendas, document minutes, and manage meeting rooms and office diaries for events like workshops, seminars, and retreats.
• Document Management: Maintain an efficient filing system and handle the flow of documents between project partners and external collaborators.
• Procurement Assistance: Work with the Accountant to process procurement requests, maintain office inventory, and ensure compliance with RTI/USAID standards.

Qualifications and Skills

To be considered for this role, candidates must meet the following requirements:

• Educational Background: A Master’s degree in Business Administration or related field with at least one year of relevant experience, or a Bachelor’s Degree in a business-related field with three years of experience.
• Certifications: Certification in CHRP-K is preferred, along with membership in IHRM Kenya.
• Experience: Previous experience with an International Non-Governmental Organization (INGO) is highly desired.
• Technical Skills: Proficiency in MS Word, Outlook, PowerPoint, and Excel.
• Core Competencies: Excellent interpersonal, influencing, and coaching skills, along with the ability to manage multiple tasks and meet deadlines under pressure.

Company Culture and Values

RTI International is deeply committed to transforming lives through research and development. As a team member, you’ll be part of a culture that values collaboration, inclusivity, and respect. Our mission-driven work aims to create a lasting impact on communities by promoting sustainable practices and empowering local leaders. Join a team that encourages innovation, continuous learning, and a passion for community-centered solutions.

Apply Now for Human Resources & Administration Officer

Are you ready to make a meaningful impact on communities in western Kenya? Apply now to join RTI International as a Human Resources & Administration Officer and contribute to a transformative project. We welcome diverse backgrounds and are committed to providing equal opportunities for all. To apply, please submit your application and CV by November 11, 2024.

Detailed Expert Tips to Stand Out as a Human Resources & Administration Officer Applicant

This role with RTI International in Kisumu, Kenya, is a unique opportunity to leverage your skills in HR and administration within an international NGO. To help you stand out in your application, here are 10 comprehensive tips for a strong and successful application:

1. Customize Your Resume to the Job Description Tailor your resume to highlight skills and experience that align with RTI International’s needs. Carefully study the job description and emphasize relevant HR and administrative responsibilities you’ve handled in the past, such as policy implementation, recruitment processes, or performance management. Use specific examples, like, “Facilitated onboarding and compliance training for new hires in compliance with local labor laws and internal policies,” which shows that you’ve applied these skills in a real-world setting.
2. Use Action-Oriented and Results-Driven Language HR professionals are looking for candidates who can showcase past accomplishments clearly and confidently. Use strong, action-oriented verbs like “implemented,” “coordinated,” “managed,” and “led.” Whenever possible, back up these responsibilities with quantifiable results, such as “Implemented a tracking system that reduced recruitment time by 30%,” or “Managed HR records for 150+ employees.” Specific, measurable achievements add credibility and help illustrate your direct impact.
3. Include Exact Phrasing for Applicant Tracking Systems (ATS) Many organizations use Applicant Tracking Systems to filter resumes based on specific keywords. Increase your chances of getting shortlisted by using keywords directly from the job description, such as “HR policy compliance,” “local labor laws,” “leave management,” and “office logistics.” Aim to incorporate these phrases naturally within your resume summary, skills section, and work experience so that they seamlessly align with the role requirements.
4. Highlight Relevant Certifications and Professional Memberships Certifications like Certified Human Resource Professional (CHRP-K) and membership in IHRM Kenya demonstrate your commitment to professional growth and your knowledge of HR best practices in Kenya. Position these certifications prominently, either at the top of your resume or within a dedicated “Certifications” section. If you’ve undertaken courses or seminars related to labor law, employee relations, or performance management, include those as well to show your continuous learning.
5. Showcase Your Technical and Software Proficiency Demonstrate your proficiency in essential tools like Microsoft Word, Excel, PowerPoint, and Outlook, as well as any HRIS or project management systems you’ve used. If you have advanced knowledge of specific functions within these tools, like Excel pivot tables for data analysis or PowerPoint for creating engaging presentations, mention those capabilities. This shows not only your technical skills but also your ability to utilize these tools efficiently for RTI’s administrative needs.
6. Provide References Who Can Speak to Your HR and Interpersonal Skills When choosing references, select people who can highlight your interpersonal skills, coaching abilities, and HR expertise. If possible, include a former manager, supervisor, or colleague who has directly observed your role in handling HR processes, staff onboarding, conflict resolution, or administrative organization. Ensure your references can vouch for specific instances where you demonstrated empathy, problem-solving, or effective communication.
7. Emphasize Cultural Fit by Reflecting RTI’s Core Values RTI International values collaboration, respect, inclusivity, and client-centered service. In your cover letter and throughout your resume, share examples of times you demonstrated these values, especially in challenging work environments. For instance, mention a time when you successfully led a team project or resolved a conflict, emphasizing your dedication to inclusive and supportive practices.
8. Demonstrate Strong Project Management and Organization Skills HR and administrative roles demand excellent organizational skills. If you’ve managed complex projects or coordinated logistics for large events, such as trainings, workshops, or recruitment fairs, describe these experiences in detail. Mention the scale of the project, the number of participants involved, or the budget handled. Show how you juggled multiple priorities effectively to convey your ability to thrive in RTI’s dynamic, project-oriented environment.
9. Leverage Any Prior Experience with INGOs or International Organizations If you have experience working with international NGOs or similar organizations, make it a focal point in your resume. Explain how this experience has equipped you to navigate the nuances of working in a global or multicultural environment. Mention any specific international HR policies, recruitment strategies, or administrative standards you adhered to, as RTI International would find this background especially relevant.
10. Prepare Thoroughly for the Interview by Focusing on HR Best Practices and Compliance In preparation for an interview, review the role’s core requirements—policy compliance, recruitment, performance management, and administrative tasks. Be ready to discuss specific HR projects or processes you’ve managed and the outcomes they achieved. Familiarize yourself with Kenyan labor laws and RTI’s mission to convey your readiness for the role. Practicing responses for common HR scenarios, such as handling employee grievances or coordinating recruitment logistics, will help you communicate your experience effectively.

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Compliance Statement

RTI International is an equal opportunity employer committed to attracting and retaining top talent from all backgrounds. Only shortlisted applicants will be contacted. We value diversity and are dedicated to creating an inclusive environment for all employees.