AMREF Flying Doctors HR & Administration Manager

AMREF Flying Doctors 

Job Title: Human Resources & Administration Manager

Who we are

AMREF Flying Doctors provides Air Ambulance services locally, regionally and internationally.

With up to 1000 evacuations per year and international accreditation by EURAMI, AMREF Flying Doctors has become the leading Air Ambulance provider in the region, operating at the highest professional level.

The income generated supports Amref Health Africa’s work, in particularly the Outreach Programme and Charity Evacuations.

For more information, visit the website www.flydoc.org.

AMREF Flying Doctors is a not for profit company, wholly owned by Amref Health Africa, the largest international health organization based in Africa.

Working with and through African communities, health systems and governments, Amref Health Africa is committed to improving the health of people in Africa by partnering with and empowering communities, and strengthening health systems.

For more information, visit the website www.amref.org.

AMREF Flying Doctors is seeking to fill the position of a Human Resources & Administration Manager.

Reporting to the Chief Executive & Medical Director, the job holder will manage and coordinate all strategic and functional responsibilities of the Human Resources & Administration functions in order to attract, develop and retain quality employees who are able to deliver and accomplish the business objectives of AMREF Flying Doctors.

Job Ref: AFD/HR&Admin/2019/03-01

Reporting to: Chief Executive & Medical Director

Dotted line to: Corporate HR

Physical Location: Wilson Airport, Nairobi

Main Purpose of the Jobs: To manage and coordinate all strategic and functional responsibilities of the Human Resources & Administration functions in order to attract, develop and retain quality

employees who are able to deliver and accomplish the business objectives of AMREF Flying

Doctors.

Personnel reporting to the job holder: HR Officer and/or Administration Officer

OTHER RESOURCES (in your custody)

i. Responsibility over assets:

1. The office, office equipment,
2. Staff files
3. Confidential documents

ii. Responsibility over data or information: Has access to confidential company data and

intelligence.

iii. Responsibility over staff

KEY RESPONSIBILITIES AND MAIN TASKS

Strategy Implementation

• Assist the CEO in the formulation of the HR strategy and the annual HR plan for AFD
• Provide input into all strategic HR matters
• Identify HR activities in line with budget requirements and business needs
• Formulate the annual HR plan and put forward necessary budget and resource requirements
• Manage the HR budget

Recruitment & selection

• Develop strategic solutions to meet workforce demands and align to labour force trends
• Develop strategies and appropriate tools to attract and retain talent
• Manage staff orientation & onboarding
• Manage the Volunteer Physician Program (VPP) by ensuring an annual calendar of internationally qualified doctors are available to volunteer with AFD for medivac flights

Learning and development

• Ensure all staff are equipped with necessary skills sets to deliver
• Oversee the training needs assessments to determine training priorities
• Maintain training calendar
• Implement and execute policies and infrastructure for management development

Talent management

• Lead the process of talent mapping and talent reviews
• Implement succession planning frameworks
• Develop appropriate talent retention strategies

Performance management

• Cultivate and promote a performance culture
• Equip managers on their role in performance management delivery
• Oversee performance cycle and quality audits
• Apply competitive remuneration and benefit packages

Organizational structure and planning

• Develop different strategies to meet company goals to contribute and support all departments
• Build HR polices, maintain them and align all policies and procedures to comply with legal regulations
• Design reward and incentive programs that will motivate the staff to perform

Performance management

• Lead performance planning process; goal setting, KPI setting and review process
• Line manager capacity building in performance management
• Quality audit and continuous improvement of the performance management system
• Oversee incentive and propose variable pay options in line with business model

Compensation and benefits management

• Provide guidance and direction on compensation and benefits management
• Develop and implement strategic compensation plans that ensure there is pay equity in the organization
• Align performance management systems to compensation structure**
• Medical benefits
• Overall leave administration

Employee relations

• Preserve the employee-employer relationship through effective employee relations strategies
• Ensure a safe working environment free from discrimination and harassment
• Conduct investigations and resolve employee complaints
• Be the primary contact for legal counsel in risk mitigation activities and litigation pertaining to employee relation matters
• Maintain a healthy, safe and professional work environment to promote productivity
• Compliance to OSHA requirements

Payroll management

• Manage the payroll for the organization (payroll processing outsourced)
• Collate and provide relevant variable payroll information on a monthly basis e.g. overtime claims

HR Systems

• Ensure relevant HRIS systems are implemented and maintained as required

Administration Management

Facilities management; 

• Overseeing the day to day administrative operations to ensure the organization is running effectively
• Source and manage the contracted firms that deliver services
• Ensure provision of all auxiliary and housekeeping services
• Managing the Board Effect and providing the administrative support to the board.
• Ensuring travel clearance, visas and other necessary travel documents for the Board of Directors and staff travelling out of the country on official duties are done promptly

Planning & admin procurement

• Formulating and reviewing administrative policies
• Overseeing the management of service contracts and service level agreements for outsourced services
• Overseeing the process of acquiring new service providers related to all outsourced services falling under administration
• Management of inventories under administration

Admin budgeting

• Developing departmental budget & monitoring budget expenditure
• Forecasting administrative staff needs for the section
• Contribute to the effective rollout of business administration projects, through contribution of professional expertise and leadership 

CSR and Health & Safety

• Comply with AFD’s corporate social responsibility, health, safety and environmental standards and responsibilities

Environmental Conditions

The job is carried out in an office environment

Hours

AFD has a 24-hour environment due to nature of operations

Qualifications

• University/graduate level, preferably in Human Resources or Business Management
• Higher diploma in HR
• Qualifications in psychometric assessments, will be an added advantage

 Preferred Experience and Knowledge

• Over 7 – 9 years relevant experience
• Experience in managing a team
• Proven experience and knowledge in effective people management practices, including leadership development, succession planning, training and coaching
• Experience in interacting with middle and senior management
• Thorough understanding of HR and Admin processes and activities
• Knowledge of the business levers, processes and structures

 Necessary Technical / Functional Skills

• Strong influencing and negotiation skills
• Personal drive and initiative
• Leadership skills
• Project management skills
• Excellent communication skills

 How to Apply

Interested applicants are encouraged to submit the following documents to: recruitment@amref.org by March 27, 2019 with reference number:- AFD/HR & Admin/2019/03-01 in the subject line of your email.

Cover letter in PDF specifying how you meet the mandatory requirements, your motivation in applying and what you hope to bring to AFD (2 pages max) and an updated CV in PDF (3 pages max).

AMREF Flying Doctors is committed to safeguarding and promoting the welfare of children and expects all staff to share this commitment.

AFD is an equal opportunity employer and has a non-smoking environment policy.

YOU ARE NOT REQUIRED TO PAY ANY FEES TO APPLY FOR JOBS IN AMREF Flying

Doctors.