Description
JOB DETAILS:
MAIN PURPOSE OF THE JOB
To provide effective and efficient human resources management and administrative services including procurement and general office management to the Agency.

DUTIES AND RESPONSIBILITIES

Function 1:
Coordinating the process of recruitment and selection of staff in accordance with established policies, procedures and practices achieving results as;
• Effective and efficient recruitment in accordance with the Agency Staff Rules and Regulations

• Development and implementation of staffing plans aligned to the Agency objectives and industry trends and norms.
• Adequate staffing and succession planning in place.
• Effective induction program implemented.

Function 2:
Coordinating the review of the organization structure, development of job descriptions and specifications in liaison with relevant officers including job/functional analysis achieving results as;
• Optimum Organisation Structure in place that supports the objectives of the Agency.

• Clear job descriptions aligned with the Agency objectives.
• Alignment of the job/functional analysis with the strategic planning process

Function 3:
Designing and maintaining Agency staff performance management system achieving results as;
• Efficient and effective Agency staff performance management systems.

• Proper staff performance management records and reports including performance appraisals and objectives.

• Co-ordinated implementation of staff performance appraisal outcomes such as learning and development and rewards.

Function 4:
Compilation of accurate payroll data and preparation of the monthly payroll achieving results as;
• Updated staff data and records necessary for the payroll processing.
• Timely payment of staff emoluments.

Function 5:
Managing the Agency Human Resources Information Systems achieving results as:
• Efficient use of HRIS.
• Ease of storage, retrieval and management of personnel information and data.
• Available HR data for analysis, reports and strategic planning.

Function 6:
Formulating and implementing Human Resources management and development policies and strategies for the Agency achieving results as;
• Clear Staff Rules and Regulations that promote a respectful, healthy and productive work atmosphere.

• Human Resource Management policies, procedures and processes including guidance manuals that ensures the Agency keeps abreast with industry trends, relevant legislations, practices and employee occupational health and safety trends.
• Employee relations strategies that promote a conducive work environment and employee engagement and satisfaction.

• HR strategies that link performance to Agency objectives and facilitating capacity development and implementation of appropriate staff assessment and evaluation procedures that enhance productivity.
• Highly motivated staff retained.
• Resolution of workplace disputes leading to enhanced relations between Management and Staff.

Function 7:
Developing staff training and development programmes that effectively meet the Agency’s capacity development objectives achieving results as;
• High performance workforce that ensures proficiency at various jobs and delivery of efficient and safe operations that instill confidence in the Agency.

• Comprehensive Training Policy and annual training plans.
• Collaboration with the training organizations and specialists.
• Continuous training needs analysis

Function 8:
Supervising and ensuring implementation of all administrative matters of the Agency including procurement of goods, services and works and logistics in consultation with the relevant user departments achieving results as;
• Well planned resources e.g. stores, assets, facilities that support business units.

• Annual Procurement plans implemented to ensure timely availability of goods service and works.
• Facilitation of smooth operations of the Agency business.

Function 9:
Coordination of various administration services i.e, office and estate management, security, transport and logistic and procurement achieving results as:
• Effective supervision and management of the administration functions.
• Well-established procedures for all administrative services.
• Effective management of security services at the Agency premises.
• Effective maintenance of offices premises.

Function 10:
• Preparing and providing input for the timely preparation of the Annual Workplans and budget for the Agency’s HR and administration department for approval by the Board achieving results as:
• Workplans and budget that address the needs and requirements of the HR and administration department.
• A framework for supervising and monitoring the activities in the HR and administration departments.
• Realignment of departmental activities with the Agency’s corporate goals.
• Effective management of the budget under the HR and administration department

Competencies
Professionalism:
• Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Planning and Organizing:
• Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Accountability:
• Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

Client Orientation:
• Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Judgement/Decision-making:
• Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Leadership:
• Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands

Empowering Others:

• Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members’ input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.

Communication:

• Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed

Teamwork:
• Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

QUALIFICATIONS AND EXPERIENCE
Education Requirements
• Master’s degree in Business administration or Human Resources Management or any other related field from a recognized university.

Technical Qualifications
• Post Graduate Diploma in Human Resource Management or Recognized Certifications in Human Resources Management (such as CHRA, PHRI, sPHRI, CHRP etc).
• Membership to a Professional Human Resources Management Institute will be an added advantage.

Knowledge and Skills
• Good organizational, analytical, interpersonal, communication and report writing skills.
• Proficiency in computer use, Human Resources Information Systems (HRIS), and general IT applications.

Experience
• A minimum of eight (8) years’ experience in Human Resource Management and Administration, four (4) of which should have been at supervisory or managerial level.