TEAM/PROGRAMME: HR, Admin and IT
LOCATION: Nairobi
GRADE: Internship
CONTRACT LENGTH: 6 Months
CHILD SAFEGUARDING:
Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
Under the supervision of the Senior HR Coordinator with dotted line to the Administration Officer. The role holder will support the Human resource and Administration department with several tasks.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Senior HR Coordinator
KEY AREAS OF ACCOUNTABILITY :
Human Resources Responsibilities
- Maintain and update employee databases.
- Ensure compliance with company policies.
- Training and Development – Track attendance and feedback from training programs.
Record Management Responsibilities under the leadership of the HR Assistant support with:
- Organize and update physical and digital personnel files.
- Ensure confidentiality and secure storage of sensitive documents.
- Accurately input employee and administrative data into HR systems.
- Regularly audit records for accuracy and completeness.
- Archive outdated records according to company policy and legal requirements.
- Assist in digitizing paper records for easier access and backup.
- Ensure to Handle confidential information with discretion.
- Retrieve records for audits, reporting, or management requests.
- Generate reports from HR systems or spreadsheets as needed.
Casual Contracting:
- When needed Support HR Officer in the drafting of Volunteers contract for Nairobi Office and submitting for review and approval.
- Support the HR Officer is uploading the Volunteer data in VMS.
- All staff must ensure the way they are carrying out their work is not putting children at risk (or further risk).
- All staff have an obligation to ensure they fully understand the provisions of the Child Safeguarding Policy, the Code of Conduct and related policies. They must conduct themselves in accordance with the rules of the Child Safeguarding Policy, in their personal and professional lives – which includes reporting suspicions of child abuse.
Administrative Responsibilities
- Support the Admin team with Office Management
- Support the Admin team maintaining office supplies and placing orders.
- Schedule and organize meetings and appointments.
- Prepare meeting agendas and take minutes in department meetings.
- Support with the Admin Data Entry and Reporting
BEHAVIOURS (Values in Practice)
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.
- Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
- Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same.
- Widely shares their personal vision for Save the Children, engages and motivates others.
- Future orientated, thinks strategically and on a global scale.
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters.
- Values diversity, sees it as a source of competitive strength.
- Approachable, good listener, easy to talk to.
Creativity:
- Develops and encourages new and innovative solutions.
- Willing to take disciplined risks.
Integrity:
- Honest, encourages openness and transparency; demonstrates highest levels of integrity.
QUALIFICATIONS
Degree level qualification in Human Resources or equivalent.
EXPERIENCE AND SKILLS
- Member of IHRM.
- Willingness to learn new skills and motivation to participate in the learning experience.
- A high degree of self-motivation, positive attitude, drive and the ability to contribute to a multi-cultural, team-based work environment.
- Strong networking capacity and excellent interpersonal skills.
- Ability to multitask; work flexibly, creatively and under pressure in response to needs or changing demands.
- Extremely well organized.
- Highest ethical standards.
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.
Health and Safety:
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
THE ORGANIZATION
We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.
We are working towards three breakthroughs in how the world treats children by 2030:
- No child dies from preventable causes before their 5th birthday.
- All children learn from a quality basic education and that,
- Violence against children is no longer tolerated.
