JOB TITLE:
Administration and HR Coordinator
JOB AREA:
Administration and HR
DEPARTMENT:
Administration and HR
SECTION:
Administration and HR unit
IMMEDIATE
Head PMU
SUPERVISOR:
SALARY SCALE:
SUPERVISES:
Senior Programme Officer Administration (Logistics and procurement); Administration Officer; IT
Officer
WORKS CLOSELY WITH THE FOLLOWING OFFICERS:
Finance and Accounting Coordinator, Policy and Advocacy coordinator, Operations Coordinator,
M&E, Learning and Reporting coordinator, Deputy Head PMU, MGLSD HR Unit; Finance Admin &
HR Advisor
MAIN PURPOSE
Manage the human resources and administration functions, coordinate and monitor the implementation
of human resources and administration policies, and ensure that the Programme assets and resources are
properly managed and are used to achieve the objectives of the programme.
Duties and Responsibilities include:
1. Provide technical guidance in reviewing and updating of ESP Human Resources and administrative
policies and procedures
2. Agree with the Fund Manager and Department Coordinators on adequate capacity and human
resources.
3. Recruit and deploy staff and ensure that good employee relations maintained in line with the
recruitment and retention policies
4. Coordinate contracting with MGLSD HR department so that all employees are in contract on a timely
basis.
5. Support the performance management cycle and ensure compliance with the policies including;
6. Timely preparation of monthly payroll and submission to the Finance and Administration
Coordination.
7. Maintenance of confidential personnel files.
8. Review HR District reports, such as leave, on a monthly basis and provide the necessary support to the
Districts as required in the reports
9. Support all health and safety initiatives and training to promote a culture of safety at the work place as
provided in the Human Resource handbook.
10. Oversee staff GPA and Health insurance ensuring continuous cover is provided and claims are
supported.
11. To act as main focal point for security. Issue security updates and provide security guidance as required
to all staff.
12. Develop, implement and maintain a Health and Safety policy
13. General administration – design, implement, manage and ensure the maintenance of appropriate
administrative systems and procedures.
14. Ensure that all office equipment is well maintained, appropriately utilised and that an appropriate
replacement schedule is implemented.
15. Oversee all aspects of procurement.
16. Oversee the supervision of vehicle management
17. Ensure that IT procedures and policies are adhered to and oversee the continual revision of IT
equipment and policies.
18. Provide leadership to departmental staff, monitor their performance, motivate staff and provide
feedback on key management decisions. Carry out their performance appraisal and identify training
and development needs.
19. Prepare and monitor departmental annual budget and present it to the Deputy Head PMU or
Management for approval.
20. Develop work plans and a calendar of activities for the department and regularly review progress in
meeting objectives.
21. Provide leadership in development of continuous evaluation of departmental objectives.
22. Any other duty assigned.
KEY RESULTS AREAS
1.
2.
3.
4.
5.
6.
7.
8.
9.
Terms of conditions of service reviewed, maintained and implemented.
Human resource and administration systems and procedures adhered to, monitored and updated.
Compensation policies and strategies maintained, updated and competitive.
Human resource and administration work plans in place
Technical support provided to line managers on Human Resource management and Administration
Consultancy and contractual works managed
Safe and Conducive working environment maintained
Procurement of services and goods managed.
Assets maintained and managed
10. Office accommodation and logistics provided to line Managers and all staff.
Education Requirements
Honors degree in any of the following fields; Human Resources , Social Sciences, Development Studies,
SWSA, BBA and B Com (Management), and Master’s Degree in Management studies, Business
Administration, Organisational Psychology, Social Science or Public Administration. A post graduate
diploma in Human resource will be an added advantage.
Competencies
 Knowledge of GoU and development partner (DFID) HR, admin and procurement procedures
 Capable of building and maintaining effective working relationships with service providers and
other stakeholders and team members.
 Good team worker
 Procurement, Contracts Management, Organizational Administration and Diploma in Human
resource.
Work Experience
6 years’ experience with a reputable and busy organisation in human resource, procurement and
administration at a senior level.