1. BACKGROUND
Financial Sector Deepening Kenya (FSD Kenya) is an independent trust dedicated to the achievement of a financial system that delivers value for a green and inclusive digital economy while improving financial health and capability for women and micro and small enterprises (MSEs). FSD Kenya works closely with the public sector, the financial services industry, and other partners to develop financial solutions that better address the real-world challenges that low-income households, micro and small enterprises, and underserved groups such as women and youth face.
Current FSD Kenya funders are UK International Development, the Swedish International Development Cooperation Agency (SIDA), The International Fund for Agricultural Development (IFAD), and the Bill & Melinda Gates Foundation. The Trust supervision is provided by professional Trustees.
FSD’s programme is delivered by a small, multi-disciplinary team. While each member of the team will have specific roles to play in the programme, the following key competencies underpin our ability to deliver. At a minimum, the role is expected to have competencies at the Specialist level:
Initiative and decisiveness
Strong sense of engagement that leads to self-starting, taking initiative and acting decisively. Takes initiative and acts decisively
Innovation & value addition
Generates value-adding innovation through continuous improvement, idea generation and creativity. Systematically manages change and innovation.
Drive for results
Strongly motivated to achieve goals and act with accountability to deliver quality results. Drives to accomplish important outcomes and results.
Thinking and problem analysis
Thinks clearly and intentionally in order to understand issues, solve problems and make good choices. Thinks logically and analytically.
Learning and resourcefulness
Possesses the personal resourcefulness to deal with difficult situations effectively and continually improve skills and knowledge. Displays ‘learning agility’ and is able to form and hold an expert opinion.
Relationship building
Initiates and maintains positive relationships with others; discerning and
appreciating the values, concerns and feelings of others. Takes initiative to
build strong relationships and cooperation with and between others.
Communication and influencing
Deliberately adjusts behaviour in order to address the feelings, needs and concerns of others; communicates clearly, confidently and appropriately to influence others. Deliberately adjusts behaviour and style in order to influence and communicate effectively.
2. OBJECTIVE
The Operations officer will work with the Head of operations and other team members to
ensure that all procedures and routines necessary for effective operations and administration
are in place and followed.
3. ROLE
HR support
- Liaise with management, technical and operations teams to support end-to-end recruitments.
- Support onboarding of new hires and offboarding of exits including coordinating or conducting exit interviews
- Manage the completion of all probationary reviews in coordination with the line managers and issue confirmation letters.
- Ensure that all legal/statutory requirements associated with the employment of staff by FSD Kenya are fulfilled (including immigration requirements and contracting).
- Support in updating and reviewing HR policies and the HR handbook in line with evolving needs and legal requirements.
- In concert with the Head of Operations identify scheme administrators and underwriters for the medical and Group life personal accident schemes ensuring that SLAs are observed, policies and endorsements are issued on time. Ensure member benefits enrolment and periodic member education, that staff are guided to meet the requirements fo the schemes and that the utilisations are monitored and kept to recommended industry and institutional limits.
- Act as liaison between staff and scheme administrators and ensure any lapses are addressed timeously.
- Coordinate issuance of letters to banks and other institutions for staff to secure facilities
- Manage data in the HR Information System. Provide routine reports including demography reports, gender pay gaps, run data analysis, for management use.
- In concert with IT specialist, train new users/new hires on the HRIS and carry out routine refreshers in areas of need.
- Support annual and mid-year performance processes
- Manage leave processes including tracking of utilisation
- Record management in line with legal, regulatory ensuring easy storage and retrieval of documents
Operations support
- Provide logistical support for internal and external meetings, workshops and conferences in liaison with other operations staff
- Provide secretarial and rapporteur support for internal and external meetings as is required and report and track actions for implementation
- Support in procurement processes including developing ToRs
- Support issuance and renewals of contracts for other third party’s monitor
- Ensure high-quality production, storage and retrieval of materials and documents
- Support in the generation of quarterly and annual reports
Compliance and risk
- Prepare for and lead HR audits; ensure that any corrective actions relating to HR management are closed out in a timely manner.
- Support the Programme management team (PMT) in ensuring organisational compliance to policies and procedures and other legal and statutory requirements
- Implement all aspects of the risk management relating to HR and admin which includes updating HR and administrative risk registers.
Training
- In concert with the PMT and Head of operations assist in identifying trainings for staff across the programme
- Collate training needs identified through the performance reviews or opportunistically for approval by the line managers and PMT; use the collated data to identify appropriate training opportunities
- Conduct relevant trainings across the programme as may be required
Organisational and occupational health and safety
- Support PMT in conducting appropriately timed and spaced-out opinion surveys or needs assessments and distilling and communicating results as needed to management and staff.
- Participate in Occupational Safety and Health committee meetings and ensure all safety, audit and training compliances are in place.
- Support management in rolling out organisational pulse surveys and distilling and communicating findings
Stakeholder management
- Manage effective communication channels with FSD staff and providers
- Be the first line of response to general staff enquiries.
- Represent FSD Kenya positively and professionally and promote a positive and collegial culture; seek to effectively resolve any conflicts and grievances objectively and in line with good practices
- Maintain employee confidence and protect operations and processes by keeping information confidential.
4. CONDUCT OF WORK
The Operations officer will work as a full-time member of the FSD Kenya team, be a member of the Project management office (PMO) and report directly to the Head of operations. Given the core value of collaboration and cross-working, the Operations officer will support other colleagues including the CEO and Programme management team (PMT) to achieve the programme objectives, ensure stewardship of the Trust’s resources and adherence to policies and procedures.
Working arrangements will be flexible with the approach taken driven by the demands of the role. Communication and collaboration are core to the FSD team’s effectiveness. Successful remote and flexible working requires liaison with operations and project team members and the full adoption of FSD’s technology-based communication tools. Guidelines on effective remote working and flexitime are set out in FSD’s policies and procedures which should be strictly adhered to.
5. OUTCOMES AND DELIVERABLES
The Operations officer will be responsible for providing efficient day-to-day operations support
to the programme. H/She will be at the front line in assuring staff are well-apprised and compliant with key policies and procedures. Together with the Operations lead, s/he will ensure a well-organised Operations and HR function that runs efficiently, avoiding wastage of resources and time.
FSD Kenya is managed on a strongly results-based approach and each person is expected to deliver specific annual targets agreed with their team members to support the strategy and business plan. The Operations officer will work in collaboration with the rest of the FSD team to ensure the overall success of the FSD Kenya objectives. Programme and project reporting, as formally specified in the FSD Kenya policies must be delivered on time and to the highest standards.
6. PERSON SPECIFICATIONS – ESSENTIAL AND DESIRABLE
Mandatory requirements
- Minimum Bachelor’s degree in any related field
- At least 5 years experience in operations and administrative roles
- Good command of oral and written English
Desired and essential
- Extensive knowledge of best practices in HR management and training is desired.
- Ability to work independently with minimal supervision given the role will be remote.
- Ability to handle a demanding set of outputs against tight deadlines.
- Good skills in MS Office (Word and Excel).
- Excellent people skills.
The appointment will be for 2 years and is subject to a 6-month probation period. The employment terms will include 30 days annual leave, personal accident insurance, comprehensive medical cover, remote working as well as flexible working arrangements.
Application Deadline: 15 August 2024
