HR Officer At 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.

Concern Worldwide is an equal opportunity employer and does not charge a fee at any stage of the recruitment process (for application, written test, interview, training, medical examination etc.) nor act through recruitment agents. This is applicable for all opportunities including staff and interns.

Your Personal Data

During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation.

Concern receives a substantial amount of funding from external donors each year. Increasingly donors are introducing requirements whereby future funding is conditional on ensuring that the name of any employee or volunteer (existing or new), does not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List). Any offer of employment (either paid or voluntary) with Concern Worldwide will only be made following a successful clearance check being conducted on the applicant and such checks may be updated periodically during the course of the period of employment.

By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists

In certain circumstances, donors may request that personal data relating to employees to work on the activities that they fund be provided directly to them – so that they can perform their own counter terrorism checks. This may involve transferring some basic personal data outside the EEA. It will be a condition of your employment contract that Concern be allowed to share this information with institutional donors for these purposes.

For additional information please consult our website or contact the Human Resource Division in our Head Office.

You have certain rights under data protection legislation. For more information on how to exercise those rights please visit www.concern.net/about/privacy

Please only apply for this position if you are satisfied with the proposed processing of your personal data as outlined above.

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