General Summary and Background:
Afya Ugavi (AU) is a United States Agency for International Development (USAID)-funded supply chain health systems strengthening activity implemented by Chemonics International from September 29, 2016, to November 28, 2023, under Task Order 5 of the Global Health Supply Chain program – Procurement and Supply Management (GHSC-PSM) project. Afya Ugavi’s main objective is to provide technical assistance to strengthen health commodity supply chain systems for HIV/AIDS, malaria, and FP/RMNCAH programs at both national and county levels. These interventions are designed to improve performance in quantification, procurement, warehousing, and distribution of related program commodities at the national and county levels and ensure a high level of accountability and leadership towards improved service delivery.
The HR/Operations Director will be responsible for assisting the Chief of Party (COP) with the development and implementation of management systems and supervision of project operations and staff, directly supervising on operations, procurement, and administrative staff. S/he will provide oversight of all administrative systems to ensure quality control of project administration. S/he will ensure the coordination and coherence of and adherence to U.S. government regulations and Chemonics’ corporate and field office policies. We are looking for people who have a passion for making a difference in the lives of people around the world.
Principle Duties and Responsibilities (Essential Functions)
- Support full cycle recruitment process in compliance with established procedures and regulations, including but not limited to: coordinating job descriptions and interview questions, shortlisting and pre-screening candidates, conducting reference checks, and processing offers of employment
- Ensure all files are compliant with Chemonics policy, local labor laws, and USAID regulations
- Understand Chemonics policy and culture; support and give training as needed
- Liaise with USAID and Finance and Operations staff in processing DAI forms, preparing reports to the client, responding to requests from USAID, etc.
- Maintain accurate timesheet records and ensure all timesheets are submitted on time with the correct approval
- Ensure personnel and recruitment files are maintained according to the requirement, ensure confidentiality and safety of the data
- Work closely with the COP on communication to staff and labor law compliance, and help to ensure a positive and thriving work environment for all staff
- Ensure project compliance with local labor laws by conducting regular audits, and keeping updated on local labor laws and HR best practices
- Ensure Emergency Action Plan (EAP) and annexes are up to date, in use, and are shared with all staff.
- In conjunction with human resources team and Finance and Accounting Specialist, act as project resource for questions on Chemonics policies, Kenyan labor law, and USAID personnel policies and regulations
- Administer trainings for annual assessment process and coordinate receipt and filing of assessments.
- Supervise and mentor staff; responsible for the professional development and assessment of the Operations team.
- Oversee selection of local vendors and sub-contractors, ensuring that proper documentation (including negotiation memorandum) is on file, and oversee the preparation of the paperwork (subcontracts, etc.) as necessary.
- Provide direct management, oversight, training and leadership for the procurement/contracts, office services and administration staff. Oversee the management of all procurement and contract/subcontract administration activities.
- Short Term Specialists – Coordinate with HO and subcontractors to field specialists for short term assignments.
- Staff – Work with COP to resolve personnel and staffing issues, performance problems, and other personnel related issues.
- Field Office Operations – Work with administrative team to manage all day-to-day operations, including allocation of project vehicles, utilities, office space, interaction with vendors, maintenance of project personnel files, etc.
- Commodities Procurement – Work with procurement specialist, technical staff, training team, local vendors, and home office PMU and Procurement Department; manage all project procurement actions and oversee and ensure procurement tracker is up to date. Provide guidance and management support to keep procurement activities on track, within budget and in compliance with the prime contract, Home Office policies and procedures, and applicable federal, USAID and local regulations.
- Establish internal checks and balances for monitoring the project for contract compliance and adherence to all regulations, policies and laws that govern the project.
- Work with the administrative staff to oversee the management of the office facility which includes the physical office space, furniture, equipment and garage area. Office management also includes the coordination and maintenance of the project vehicles.
- Oversee personnel management for the project ensuring that all local labor laws are being adhered to and accurate reports are filed with the local authorities in a timely manner.
- Work with administrative staff to oversee provision of administrative and secretarial support, reproduction & binding services, meet & assist arrangements, travel arrangements, faxes, pouches and overnight mail services, in-house messengers and other administrative support.
- Provide sufficient transfer of knowledge and information to the staff and senior management as appropriate regarding security issues, contractor notices, new regulations or laws which impact the project and other information as deemed appropriate
- Work closely with the Home Office Project Management Unit (PMU) to ensure that adequate resources are available to the project both technically and contractually.
- Respond to any requests from the Home Office and PMU.
- Liaise with PMU and respective HO teams on any operations and HR issues that need further assistance
- Perform and/or oversee other special projects as directed and required by the COP
- Bachelor’s degree Finance, Accounting, Business Administration, Economics, Human Resources, Procurement or another business-related field. Master’s degree strongly preferred.
- Must be an active member of professional body i.e ICPAK, KISM, IHRM etc.
- Minimum 10 years’ experience in human resources, operations and procurement with experience working for development projects and/or organizations/donors i.e USAID, FCDO.
- Demonstrated knowledge and experience with Kenyan labor law.
- Ability to work in team environment a must; previous experience managing/supervising others highly preferred.
- Ability to exercise confidentiality and high levels of professionalism.
- Demonstrated ability to communicate clearly and concisely both orally and in writing.
- Strong administrative skills, word processing abilities, and attention to detail.
- Demonstrated ability to follow standard practices and procedures, receive general instruction and supervision on work progress, and make significant contribution to end results.
- Computer skills including strong knowledge of Microsoft Excel, Word and Office applications.
- Excellent interpersonal and communications skills
- Demonstrated leadership, versatility, and integrity.
- Written and spoken fluency in English required.
Level of Effort and Location of Assignment
This long-term position is based in Nairobi with intermittent travel throughout the program’s target regions as needed. The role is available through to November 28, 2023. Extension is contingent on the Activity’s Period of Performance being reviewed beyond this period.
How to apply
Qualified applicants are encouraged to submit their CV and cover letter via email to firstname.lastname@example.org by January 27, 2023.