HR/Administrative Assistant

EMPLOYMENT OPPORTUNITY

BACKGROUND

SAPCONE – SUSTAINABLE APPROACHES FOR COMMUNITIES EMPOWERMENT is an organization whose mandate is to work with people particularly Pastoralist, Fisher-folk, Agro-pastoralist communities and refugees in Northern Kenya as the main beneficiaries of Governance and Social Accountability, Food Security and Livelihoods, Education and Child Protection, Sustainable Community Livelihoods and Peace building & conflict transformation programs. We do this through innovative, integrated, graduated, right based and community empowerment approaches. It has its programs and operations in Turkana County in Kenya and along cross border communities of South Omo Regional state in Ethiopia and Kakuma refugee camp. SAPCONE has three field offices in Kakuma, Lowarengak and Omorate in South-Omo Ethiopia.

SAPCONE is seeking a dynamic and suitable qualified person for the position listed below.

Reference

SAP/ HR/ADMIN/005/2024

Job Title

HR/Administrative Assistant

Reports to : HR/Admin Officer

Direct Reports : Cleaner, Cook, Janitors, Security Guards

Duty Station: Kakuma

# of positions: 1

Job Purpose

The HR/Administrative Assistant is responsible for providing comprehensive administrative support to all HR and administrative functions within SAPCONE. This role ensures the efficient day-to-day operations of the office, supporting human resources processes, office management, and administrative tasks. The assistant will contribute to maintaining a positive and productive work environment by facilitating smooth office operations and assisting with HR-related tasks such as employee records, recruitment support, and compliance with HR policies and procedures.

Duties & Responsibilities

Duties and Responsibilities

Weight (%)

Specific responsibilities, HR and Administration

1. Strictly adhere to HR policies, including SAPCONE’s Code of Conduct (CoC), Privacy and Confidentiality Policy, Communication Policy, Protection from Sexual Exploitation and Abuse (PSEA), and Child Safeguarding Policies.

2. Updating HR databases (e.g. new hires, separations, vacation and sick leaves)

3. Support field office staff in management of Wingu box platform.

4. Assisting in payroll preparation by providing relevant data, like absences, bonus and leaves

5. Provide orientations for new employees by sharing onboarding packages and explaining company policies

6. Maintain confidentiality of all office records and employee files, ensuring sensitive information is safeguarded.

7. Organize and maintain an effective filing system for HR and administrative functions to ensure easy access and security.

8. Safeguard the security and integrity of all HR and administrative office files, ensuring they are stored and handled properly.

9. Support in providing moral and psycho-social support to staff experiencing external issues affecting performance at work

10. Perform any other duties as assigned by the Human Resource Officer to support the efficient functioning of the HR and Administration department.

    Other;

• Receive and sort incoming emails and correspondences, ensuring they are properly filed and promptly directed to the appropriate recipients for action with delivery book.
• Assist management in booking secure and appropriate venues that are budget-friendly, and conducive to the activities.
• Organize travel arrangements for staff and visitors by ensuring timely bookings through efficient planning and ticketing.
• Ensure staff are equipped with necessary tools, equipment, working spaces, and stationery to carry out their tasks effectively.
• Assist visitors at the front desk, providing a welcoming and professional experience.
• Monitor and manage office stationery, supplies, equipment and tools ensuring timely reordering to avoid shortages.
• Oversee the smooth operation of office equipment, coordinating necessary maintenance and repairs for devices, power outlets, cables, etc.
• Maintain a clean, organized, and conducive office environment at all times
• Ensure timely provision of office refreshments, including tea, soda, juice, food, and water, as needed.
• Supervise office cleaners, janitors, and cooks to ensure services are delivered efficiently and in line with the organization’s standards.
• Ensure all power sockets, switches, and office lights are turned off after working hours, except for security lights.

Relationships

• Finance and Administration Manager: Overall leadership
• Human Resource and administration Officer (Supervisor): Consultation, coordination, joint planning, support in staff development and business processes
• Other relationships: Finance Officer and Project Officers; administrative support

Core Capabilities/ Competencies

• A high level of administrative planning, and human resource skills
• Good oral, written, communication skills and interpersonal skills
• Pursues thoroughness and keen to detail
• Treat others with honour and respect
• Builds and maintains relationships

Qualifications: Education/Knowledge/Technical Skills and Experience

• Diploma in Business Administration, Human Resource Management, or a related field.
• Minimum of one to two years’ experience in office administration, with proven capability in managing daily administrative tasks.
• Strong understanding of support service systems, including planning, reporting, staff training, and basic IT skills.
• Excellent written and verbal communication skills.
• Proficiency in both English and Kiswahili, with local language skills highly desirable.

Working Environment/ Conditions:

• Work environment: 90% Office-based
• Travel : 10% Domestic travel is required
• On call: All times in case of emergency response.