Personnel Administration Manager

PERSONNEL ADMINISTRATION MANAGER Médecins Sans Frontières (MSF) ABOUT THIS ROLE Sokify is pleased to present this opportunity with Médecins Sans Frontières, the leading humanitarian organization providing medical care across Kenya. As Personnel Administration Manager, you'll serve as the backbone of MSF's HR operations, ensuring the organization upholds its commitment to being a responsible and equitable employer. This position carries significant accountability across all human resources, administrative, and legal matters affecting the Mission's workforce. KEY RESPONSIBILITIES You will maintain comprehensive knowledge of Kenya's labour laws and regulations, staying current with legislative changes through regular engagement with legal counsel and relevant authorities. You'll be the keeper of MSF policies and procedures, ensuring they're properly adapted to the Mission's context while upholding equity, efficiency, transparency, and accountability across all staff categories—whether locally hired, international, or regional personnel. Your oversight of internally hired staff will guarantee fair employment practices aligned with MSF values and local legislation. You'll manage all aspects of payroll operations across the Mission, providing coaching and support to HR Assistants in various projects while ensuring timely, accurate processing and compliance with MSF financial standards. You'll serve as the critical interface between payroll systems and finance departments, managing Homere and Unifield platforms. Function management falls within your purview, ensuring all roles and job profiles align with the Mission's approved function grid and MSF's standard frameworks. You'll identify deviations and coordinate corrective action plans with headquarters as needed. Locally hired staff remuneration and benefits will be your ongoing focus—monitoring salaries, post adjustments, compensations, final settlements, holidays, leaves, and health coverage to guarantee MSF's standards are consistently met. You'll ensure the Mission complies with all national legislation regarding employee taxes and social security, reviewing monthly declaration forms for accuracy before submission to the Financial Department. Legal risks within your scope of responsibility must be identified and reported promptly to the HR Coordinator with recommended preventive actions. Occupational health and safety audits will be your responsibility, ensuring both MSF and all employees comply with local legislation and MSF safety standards. You'll maintain organized, secure filing systems for all administrative documents while protecting staff confidentiality. The HRIS system (Homere) will be your technical reference point, ensuring proper implementation and data quality throughout the Mission. Additional duties include managing health insurance contracts and inquiries for locally hired staff, serving as the focal point for staff onboarding and induction experiences, and preparing comprehensive monthly and annual HR reports for headquarters review. You'll maintain regular contact with government ministries, national administrations, and partner organizations to stay informed of current administrative practices. WHAT WE'RE LOOKING FOR Education: University degree or further specialization in Human Resource Management or Business is essential. Experience: Minimum four years in HR management positions is required. Languages: You must demonstrate excellent command of both English and Swahili. Technical Skills: Strong computer literacy and proficiency with HRIS systems are essential. Core Competencies: You should demonstrate results-oriented and quality-focused thinking, excel at teamwork and cooperation, possess strong people management and development abilities, display behavioural flexibility, and show genuine commitment to MSF principles while managing workplace stress effectively. REPORTING STRUCTURE This position reports directly to the Human Resources Coordinator.