Overall purpose
The HR & Support Services Officer will work with the Country Manager to ensure effective management and efficient human resource and support services delivery for the Kenya country programme. This position will be responsible for managing the employee life cycle, in line with WSUP’s standards and processes, and will play a key role in supporting line managers in understanding the frameworks in place to help them manage their team, for example, performance management, absenteeism, etc.
This role will also lead proactive and service-focussed delivery of the back-office support required for WSUP to deliver its vision and mission, continuously monitoring processes to identify inefficiencies and work with local and International Secretariat staff to find and implement solutions. They will maintain a close relationship with International Secretariat support staff, relaying any concerns or queries to receive support as needed.
MAIN RESPONSIBILITIES & TASKS
Human Resources
Recruitment
Provide a responsive and efficient end-to-end recruitment administration service for the Kenya team.
Liaise with the Global People and Support Manager in the Secretariat office on all recruitment processes to ensure consistency of approach in line with WSUP’s standards and that correct approvals are obtained.
Support managers to draft reflective and comprehensive job descriptions, person specifications, adverts, interview questions, and tasks, according to WSUP’s Recruitment Procedures.
Starter and leaver process
Responsible for onboarding staff, including sending out welcome emails, contracts, letters, requesting references, carrying out right-to-work checks, etc.
Responsible for inductions with new starters in Kenya and working closely with Global People and Support Manager on developing consistent induction processes for the Kenya team.
Help with DSE (Display Screen Equipment) assessments for new starters.
Oversee probation process, ensuring all new starters have probationary objectives and issue confirmation in post letters after probation is passed.
Maintain continuous improvement and oversee the offboarding process, ensuring necessary steps are followed.
Staff welfare and employee relations
Work alongside the Global People & Support on organisational change projects.
Develop and coach managers so that they confidently and consistently encourage performance and address underperformance as well as support them with routine employee relations cases including capability, disciplinary and grievance issues, and absence management.
Liaise with the Global People and Support Manager to proactively seek new efficient ways of making HR processes more effective and streamlined.
Coordinate and apply policy frameworks and knowledge to assess regular HR activities including the performance and development reviews.
Maintain appropriate medical and life insurance for the Kenya team, including regular reviews.
Use workforce analytics, such as absence and turnover data, to identify and prioritize initiatives to improve staff well-being or engagement.
Establish strong relationships with staff to encourage open communication, feedback, and discussion that promotes staff welfare across the Kenya office.
Learning & Development
Develop content and facilitate training on HR topics to line managers and employees with the other country HR leads.
Support the development of other HR leads to become best practice professionals.
HR Compliance
Keep up-to-date with Kenya employment law and inform the Global People and Support team, if any changes affecting the organisation arise, taking proactive steps to incorporate any changes in law into WSUP documents/policies.
Work with the Global People and Support Manager to ensure HR policies and procedures are relevant, up-to-date, compliant with current legislation, and embedded within the organisation.
Maintain employee records according to policy and legal requirements.
Ensure all staff are aware of their duty of care responsibilities relating to children, young people, and vulnerable adults; support partners and line-managed staff to safeguard children, young people, and vulnerable adults to protect them from abuse and themselves from false allegations.
Work on ad-hoc HR compliance projects.
Payroll and pension
Supporting the payroll process with the Finance Officer and relevant parties to establish an effective payroll process for Kenya.
Monthly payroll administration, including notifying the Finance Officer of salary changes, deductions, and any calculations in final salary payments for leavers.
Administration of WSUP Kenya pension schemes, including new starters, salary changes, and leavers.
Acting as the first point of contact for all payroll and pension queries liaising with payroll and pension providers as necessary.
Office Administration
Facilities support
Deliver professional and productive work environments for the Kenya team across all locations.
Support the Country Manager to ensure the smooth running of all country offices, including office administration and compliance with WSUP systems and processes.
Ensure all legal registrations and other requirements are in place for all offices.
Responsible for facility, maintenance, and Health & Safety (H&S) issues, liaising with building management or third-party providers when necessary.
Account and manage all 3rd party office suppliers such as cleaners, IT support, and contractors to ensure a consistent level of service in line with Service Level Agreements.
Maintain an overview of all office contracts to ensure all services are current, planning reviews in good time to ensure WSUP is securing value for money as well as maintaining continuous and adequate cover.
Work with the International Secretariat to identify any services needed, documenting requests for proposal, and reviewing incoming bids in line with our procurement procedure (subject to available budget).
Travel and logistics
Coordinate and support staff’s domestic and international travel arrangements, providing training where required so that they can self-manage their own trips.
Support staff with logistics for internal and external events where necessary, such as arranging venues and catering.
Work closely with the International Secretariat and other WSUP offices to support staff and external parties visiting Kenya.
Health, Safety & Security
Maintain local and national Health, Safety & Security procedure, reviewing and updating when relevant including carrying out risk assessments on a regular basis and responding to any corrective action.
Ensure there are appropriate trained first aiders and fire wardens for all offices.
Ensure staff remain up to date on their H&S and other training.
IT
Coordinate with the Global People Support Manager to get the best value from WSUP’s global IT support provider, identify any additional IT services required locally and put them in place.
Act as the ‘IT Champion’ for Kenya, taking on a ‘train the trainer’ role whereby you are able to provide training and support for colleagues in-country on organisational platforms.
Work with the IT support provider, to facilitate the team’s use of organisational platforms in a safe and secure manner.
Person Specification
Essential Qualifications and Experience
Experience working in HR, 3 years minimum and providing office administration support (A).
Degree in HR or relevant degree (A).
HR professional registered with the Institute of HRM (Mandatory) (A).
Experience of establishing and improving processes (A, I).
Knowledge
Understanding of HR practice and Kenya employment law (A, I).
Understanding of best practice in office support functions (A).
Skills and Abilities
Professional and discreet, with the ability to judge when information must be treated confidentially (I).
Excellent planning, organisational and time management skills, able to work well under pressure and prioritise a challenging workload (A, I).
Meticulous attention to detail whilst meeting strict deadlines (A, I).
Ability to work collaboratively with all departments across the organisation, building strong working relationships & credibility at all levels (I).
Enthusiastic and proactive approach to problem-solving (I).
Able to communicate clearly and confidently both in writing and verbally and to provide advice with confidence and tact (I).
Minimum intermediate level of Excel, able to use simple formulae and functions (A, T).
Proficient user of Microsoft Office suite, including Outlook, Word and PowerPoint (A).
Able to work well under pressure (I).
Have a hands-on approach and be a team player (I).
Excellent written and verbal English communication skills (A).
Other
Commitment to the mission, vision and values of WSUP (I).
Demonstrable enthusiasm for continuous learning (I).
Desirable Qualifications, Experience, Knowledge, Skills
Experience of HR casework including performance management, absence management, disciplinaries and grievances in line with employment law and best practice.
Apply via :
fortheurbanpoor.peoplehr.net