HR Officer

Job Title: HR Officer

Reports to: HR Manager

Direct Reports: None

Closely Work With: Internally – All staff

Externally – PBO, NITA, Ministry of Labour, IHRM and HR forums

Job Location: Nairobi (Candidates must be legally entitled to work in Kenya at the time of application – National Position)

Contract Details: Fixed term –Twelve (12)months contract, renewable subject to availability of funding

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