Human Resources Officer (Kenyan nationals only) At International NGO Safety Organisation

Organisation Background:

Founded in 2011, the International NGO Safety Organisation (INSO) is an international non-governmental organisation that supports humanitarian aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services, including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations and training.

INSO provides daily support to more than 1200 NGOs operating in 16 of the world’s most insecure countries.

INSO is registered in the Netherlands with its headquarters based in The Hague, the international city of peace and justice.

Sudan Analysis and support team – hosted by INSO Kenya.

INSO Kenya was founded as a standard NGO safety platform in 2012. In 2018, it transformed into the monitoring mission now integrated into INSO’s Horn of Africa program.

INSO is currently upscaling its services in Sudan. The Sudan analysis and support team based in Nairobi will assist NGOs working in the volatile Sudan context with reports, analysis and advice. The support team includes all the reporting and analysis department, as well as the support team (finance, logistics, Human resources), and will coordinate closely with NGOs and safety managers in the field.

Working for INSO support team to Sudan will allow you to experience this complex environment while you support humanitarian efforts to address the challenges Sudan faces.

We are now hiring a Human Resources Officer. This position is based in Nairobi, Kenya.

Job Summary:

As the Human Resources Officer, you will be responsible for providing efficient and effective human resources administrative support to the operations of the INSO Sudan Country Office, under the supervision and guidance of the Operations Manager – Sudan.

Main Duties and Responsibilities:

Compliance

• Ensure all INSO HR internal policies and procedures are compliant with local labour laws and regulations.
• Ensure that probation periods, contract expiration dates are monitored effectively and action taken in a timely manner,
• Maintain communication with local authorities including tax office, ministry of labour, etc. to maintain strong local governmental relationships.
• Ensure that staff arriving/departing from the country office (CO) has the appropriate documentation (Visa, INSO Card, work permit, Alien registration, etc).

Recruitment

• Support management in the full cycle of the recruitment process, including vacancy announcements, interview set-ups, staff inductions, as well as onboarding and off boarding.
• Prepare the national staff and Field Monitor employment contracts and amendments in accordance with legal requirements and available templates.

HR Administration

• Prepare other HR documentation including termination/warning letters, acting allowances, etc.
• Ensure that HR files contain the mandatory documentation according to the internal checklist.
• Ensures the HRIS is up to date through regular checks of data and maintains the HRIS as required
• Maintain and update staff absences and liaise with Finance Department for payroll purposes.
• Assist the Operations Manager in establishing annual leave planning to plan staff shifts and cover operational needs.
• Assist in staff travel planning.
• Focal point for staff and consultants on insurance policy.
• Review payroll for National Staff and Field monitors and act as point of contact for any payroll related queries.
• Assist the Operation Manager in the drafting of various communication documents, administrative letters and facilitation of meetings to inform national employees of HR rules and procedures
• Assists the Operation Manager in the event of an internal and/or external audit or inspection

PERSON SPECIFICATION

Knowledge, Skills and Experience

Essential:

• Bachelor’s degree in Business Administration, HR Management, or any other relevant field.
• Fluency in English both written and verbal.
• French/Arabic/or other language according to location, both written and verbal.
• Minimum 2 years of relevant work experience.
• Proficiency in Microsoft Office Tools.

Nice to Have:

• Previous experience in humanitarian sector.
• HRIS experience.
• INGO experience.

Personal Competencies

• Attention to detail.
• Ability to identify issues, analyse and participate in the resolution of issues/problems.
• Excellent communication, organizational and managerial skills.
• Demonstrated understanding of humanitarian principles and practices.
• Ability to work effectively and efficiently unsupervised.
• Strong work ethic and capacity to take responsibility for his/her own actions.
• Be able to work under pressure.
• Confidentiality, integrity, and a sense of conflict-of-interest prevention.
• Self-motivation, courtesy, and humility.
• Capacity to work in multicultural environments.

INSO’s Safeguarding Policy

INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process.