REF: HRO-04-2018
CARE International in Kenya is looking for well-organized and highly motivated Kenyan National who is result-oriented to fill the position below:
JOB SUMMARY:
Reporting to the Human Resources Coordinator at the Dadaab Sub Office, the HR Officer will participate in recruitment and placement, assist in monitoring performance management, implementation of HR policies and procedures, investigations related to Sexual Exploitation and abuse, awareness and learning sessions to disseminate CARE policies, preparing leave and Personal Activity reports on a monthly basis and submitting them to the HR Manager for action. He/she will strengthen the grievance handling mechanisms by building capacity of staff to understand the procedures they should follow.
RESPONSIBILITIES AND TASKS:
R1: Participate in the recruitment, placement and separation process of National Staff in line with the CARE Procedures
1.1 Assist sector heads in preparing Employee Request form, submitting to HRC for review and submitting approved Employment Requests to Nairobi office for HR&D Manager’s signature and appropriate action
1.2 Take lead in shortlist process in liaison with Sector heads and prepare hiring updates and forward to HRC
1.3 Brief interview panelists on requirements and then conduct interviews in line with the laid down procedure.
1.4 Communicate in advance to the receiving sectors/offices about the arrival of new employees and liaise with Administration and assets officer for accommodation and confirm staff booking for travel to Dadaab by the Front Office Assistant.
1.5 Receive all new staff and interns and support them to complete all HR forms and issue them with Identification cards.
1.6 Prepare the orientation program and ensure new staffs have completed the process.
1.7 Advice HR Manager the reporting dates of each new employee for payroll action.
1.8 Monitor probation periods of staff and do reminders to sectors and ensure confirmation forms are submitted on time.
1.9 Receive resignation letters from staff and submit to Nairobi office immediately, and advise staff on the clearing process.
1.10 Prepare a certificate of service for separating staff after clearance.
R2: In liaison with the HR Coordinator, monitor the Performance Management process
2.1 Ensure Staff prepare their Individual Operating Plans (IOPs) and submit to HR office at the beginning of each FY.
2.2 Assist to ensure that the Annual Performance Appraisal is done correctly and that feedback is received on time from all sectors, analyzed and appropriate action taken before the documents are sent to HR Nairobi for final action.
2.3 Advice and support supervisors on performance management process.
R3: Implementation of HR policies and procedures
3.1 Assist with the effective implementation of the internal control and function of the HR Management systems.
3.2 Interpret HR policies and regulations and advice management and staff on their applications, taking into account their particular needs.
3.3 Contribute to the process of reviewing CARE Kenya policies by documenting areas identified for revising, and discussing them with supervisor for way forward.
R4: Conduct investigation into Sexual Exploitation and Abuse
4.1 Educate RAP staff on the Protocols for the Prevention of Sexual Exploitation and Abuse.
4.2 Determine scope, timing and direction of investigation on matters of sexual exploitation and abuse.
4.3 Interview witnesses, complainant/s and subject of complaint/s in the standard investigation format.
4.4 Prepare investigation reports on all sexual exploitation and abuse cases reported and investigated.
4.5 Discuss the findings and recommendations of the investigation with supervisor and determine the direction for managing the matter.
4.6 Prepare draft disciplinary letters where applicable for discussion with supervisor.
4.7 Provide feedback to the concerned people about the progress made in conducting investigations and addressing the matter.
4.8 Analyzing time taken to respond to and settle SEA cases.
4.9 Represent CARE Kenya in the Inter-Agency Prevention of Sexual Exploitation and Abuse Working group at Dadaab.
R5: Preparation of Leave and Personal Activity Reports (PARs)
5.1 Educate staff on utilization of their leaves including study, maternity, sick, compassionate and paternity.
5.2 Coordinating completion of the Personal Activity Reports (PAR) and ensuring their accuracy and correctness as relates to hours worked, holiday, leaves, PN and FC.
5.3 Preparing monthly leave status reports and submitting to HR Manager and circulating to all staff.
5.4 Ensuring staff understand their leave allowance and the month such allowances are paid.
5.5 Handle leave queries from staff and sectors appropriately.
R6: Preparation of Monthly HR Reports
6.1 Prepare incentive payroll list and advising HRC on required changes and innovations.
6.2 Monitoring and analyzing employee retention, turnover and absenteeism rates and preparing reports for discussion by the HR team.
6.3 Updating of the staff movement folder in the shared HR folder with changes taking place on continuing basis.
6.4 Prepare and update monthly staff contact lists ensuring new staff are included and separating staff deleted from the list and Submit to Nairobi office as required.
6.5 Prepare daily staff headcount report using information from staff movement, road convoy, flight manifest and staff headcounts.
R7: Medical cover focal point at RAP
7.1 Liaise with HR focal point in Nairobi to ensure staff and their dependents receive their medical cards.
7.2 Check records submitted by new employees for self and dependents to ensure they are correct as per CARE HR manual provisions for medical cover.
7.3 Check medical claims forms and receipts submitted for reimbursement and forward them to the point person in Nairobi HR Office for appropriate action.
7.4 Receive employee medical claims, verify and forward to Nairobi office for processing.
7.5 Make follow up on the medical claims forwarded to Nairobi and give feedback to employees on the status of their claims.
R8: Employee Records
8.1 Open new personal files for each new staff.
8.2 Ensure that all personnel files have all documents as per the checklist.
8.3 Organize the employee personnel files into sections for easy retrieval of documents.
8.4 Ensure HR cabinets are lockable and are safe to keep HR personal files.
8.5 Ensure proper office records are maintained.
8.6 File all documents in the HR office in the relevant files.
8.7 Organize the filing system by ensuring that all files are labeled, and old files are archived.
R9: Coordinate Recruitment & Selection processes of Refugee Community Workers
9.1 Receive RCW’s vacancy announcements from sectors, verify them and sign.
9.2 Peruse the selection interview minutes of RCW’s and ensure their accuracy.
9.3 Verify the RCW Agreements and confirm that all data required (i.e. name, sector, job title, camp, wage rate, gender, age, individual/alien card no, agreement start and end date) are clearly indicated.
9.4 Complete the RCW recruitment tracking template in the shared HR folder.
9.5 Prepare RCW’s payroll list on monthly basis and share the information with finance on time for preparation of payrolls.
AUTHORITY:
Spending Authority: N/A
Supervision: Three (3) RCW Human Resources Assistant
Decision Making:
Decision on all aspects of RCW staff management in consultation with HR Coordinator
Decision relating to the effective running of HR services including frequency of conducting education sessions for staff,
Formation of investigative committee on PSEA cases
Decision on leave management
CONTACTS/ KEY RELATIONSHIPS:
External: UNHCR, Community Leaders
Internal: Administration, MSU, WASH, Education, Finance, Procurement, Logistics & Shelter.
WORKING CONDITIONS:
The position is based at Dadaab Main Office (DMO) with frequent movements to Ifo and Dagahaley camps as well as any other extension camps and program sites. This is a non-family working station. Hot weather is prevalent throughout the year with limited basic amenities. Road movement between work station and Garissa as well as inter-camp movement must be under police escort (scheduled convoys), with strict adherence to safety and security instructions all the time. It is a six days work station with a compensatory time off according to CTO policy. The incumbent will travel to Nairobi office and perform official responsibilities as will be required.
The incumbent shall reside in the CARE compound while executing official duties and shall obey and adhere to residential compound regulations.
QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:
Education: Bachelor’s Degree in Human Resources Management
Diploma/Higher Diploma from IHRM will be an added advantage
IHRM membership is a must
Experience: 3 years demonstrated relevant experience in a busy environment performing HR responsibilities
Competencies:
Thorough knowledge of the Kenyan labour legislations and sexual and offences act
Excellent investigation skills
Excellent interpersonal and report writing skills.
Computer proficiency in Microsoft Suite. Good Planning and organizing skills, stress tolerance, contributing to team success, proactive problem solving, communicating with impact, initiating action, coaching.
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