
Concern Worldwide
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
How to apply
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.
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To apply for this job email your details to nairobi.hr@concern.net