ReliefWeb Jobs- HR Officer at Concern Worldwide

  • Full Time
  • Nairobi

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