Job Summary:
The job holder will be responsible for transactional HR support together with processing the monthly national payroll. Includes undertaking a range of administrative duties, following processes, and managing HR data & systems to ensure accuracy at all times.
Main Duties and Responsibilities
Recruitment/Induction/Orientation/On Boarding
Ensure line managers fill in the Safeguarding risk level assessment tool
Prepare and circulate vacancy announcements and ensure they are uploaded in various recruitment sites
Prepare longlisting matrix for submission to hiring manager
Sit in the interview panel for GB3 and G4
Prepare the interview report for GB3 and higher
Coordinate collation of practical tests and interview questions from hiring manager and reviewed for suitability for the role & grade
Conduct reference checking for new recruits, highlighting any concerns
Register new staff on Learn365 portal and guide them on completing necessary induction modules
Assist new staff registering with statutory bodies
Develop and implement a comprehensive induction process for new employees and for their management and support during probation and through their employment cycle
Organize induction programs for new staff joining Concern in consultation with concerned departments and ensuring that all departments/units have provided the induction as required
Email the checklist of required documents along with standard HR documentation to newly hired staff
HR Administration
Timely submission of complete and correct life WIBA and Fidelity information on staff promotion or salary changes e.g. step increment/salary reviews
Track and update on supplies requests and other HR-related requests
Facilitate timely approval, receipt and payments for HR services
Dispatch and ensure receipt of all staff documents while maintaining relevant records
Benefits Administration
Process national payroll and all statutory payments
Administration of staff welfare, insurance (medical, personal accident and life and WIBA) and pension scheme benefits
Manage the staff medical insurance renewal process
Organize quarterly staff wellness session with concern medical insurance.
Ensure new staff and their dependents are added to the medical insurance
Prepare general staff communications and individual staff letters for any salary changes as a result of salary reviews or step increments
Learning, Training and & Development
Ensure training reports are submitted after training confirming who attended to the HRM
Ensure training assessments are completed by the attendees; review to assess the feedback from the trainings to inform future trainings
Provide annual report on trainings attended by staff well segregated by location, gender, role etc.
Contracts Management
Prepare conditional offer letter to successful candidate
Issue contracts to new staff and process contract extensions/addendums
Coordinate probation reviews and confirmation
Monitor contract & probation expiry and advise line managers accordingly
Support Line Managers, if necessary, on carrying out probation reviews and PIPs
Guide managers on PIPs management process in line with the organization policy
Staff Relations
Propose employee relations initiatives for staff engagement and for positive organizational culture
Be the employee relations champion
Support HRM to implement identified employee engagement programs
Support staff in understanding and compliance to policies and procedures
Documentation, Reporting and Representation
Conduct periodic HR audit for all the staff files for data quality and completeness
Manage the HR Information System
Ensure that job description is signed by the new staff and their line manager
Staff Separation
Monitor contract expiry dates and advise Line Managers for further direction and action
Ensure that all contract terminations are appropriately documented and all monies owed are paid to the exiting staff member
Conduct exit interviews
Advise staff in the clearance process including preparing final payments and terminal benefits
Prepare and dispatch certificates of service for leavers
Data Analytics / HRIS
Manage the updating of the staff database
Manage the HRIS by ensuring data quality, data management, reports generation
Engage with the HRIS global project team in implementing a global HRIS
Collate of HR data, storage and retrieval
Data organization in HR Master/Paymaster, spreadsheets and other forms
Data cleaning to ensure there is no duplication or error and incompleteness
Distinguish between data records for Kenya country programme staff .v. others e.g. Regional, Global roles
Policies, Procedures & Best Practices
Ensure staff are aware and understand their terms and conditions of service and any changes that may be applicable
Contribute to the review, dissemination and implementation of HR policies and procedures
Monitor compliance with employment law, policies and procedures
Other Duties & Responsibilities:
Report grievances and complaints in line with safeguarding and non-safe guarding referral pathways
Keep staff up to date on their terms and conditions of employment
Conduct quarterly field visit for HR support
Conduct partner capacity building: reviewing documentation, supporting in improving their HR systems, procedures and documentation
Support organisation change process
Deal with employee requests regarding human resources issues, rules, and regulations
Promote adherence to HR policies and procedures
Others
Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
Participating and contributing towards Concern’s emergency response, as and when necessary
Take all possible measure to meet Core Humanitarian Standards (CHS)
Any other duties as assigned by the line manager
Minimum Education, Qualifications & Experience Required:
Bachelors’ degree in Human Resources Management, Business Administration, Organisation Development or related field
Professional Certification in Human Resource Management
At least Three (3) years’ experience in a similar role. International NGO experience is an added advantage.
Computer skills, including Microsoft Office applications (MS Word, Excel, PowerPoint)
Preference will be given to candidates who possess the following:
Excellent people management, analytical, problem solving, negotiation and interpersonal skills
Demonstrated ability to work effectively in an individual capacity and as part of a team and an ability to multi-task
Confidentiality, accountability, integrity and ability to handle sensitive situations
Fluent in both spoken and written English and Kiswahili
Competencies required:
Managing yourself
Decision making
Delivering results
Communicating and working with others
Change
Interested candidates who meet the above requirements, should send a detailed CV with three professional referees and Cover Letter Only to nairobi.hr@concern.net with the subject of the email as “HR Officer” on or before Wednesday, 31st July 2024. Only short-listed candidates will be contacted for interview.
Apply via :
nairobi.hr@concern.net
