Key ResponsibilitiesHuman Resource Support Ensure compliance with statutory regulations and the organization’s policies, flag and address non-compliance issuesMaintain HR manuals and policies and update processes for efficient service deliveryMaintain and update the HR Calendar and send out reminders to concerned partiesPrepare HR documentation and reports relating to HR processes and staff benefitsSupport program directors/managers/coordinators on tracking probation periods and follow-up on confirmation formsPrepare a summary of performance management data for analysisPrepare monthly tracking of the completion of the staff activity reports status and escalate exceptions to the Senior Management on a timely basisLiaise with IT to ensure timely deactivation of staff in all systems upon exitCreate, update and maintain HR and staff records both physical and digital filesManage staff documentation processes on entry and exitMonitor existing term contracts on a timely basisEstablish and maintain open, professional, and cordial relations with the organization’s internal and external customers. These include and are not limited to; Internal (all staff) and External (government agencies/ HR service providers) Benefits Administration Enroll staff on the first day upon reporting and ensure they are aware of their benefits, entitlements and/or services provided by the organizationEnsure timely deactivation of staff from all benefit/insurance companies upon exit of staffFollow up with insurance providers on claims and that reimbursements are released to the membersPeriodically, participate in staff salary and benefits surveys and follow up on reports for the organizationKeep an accurate account of leave utilization and flag concerns to the senior management in the leave management systemPrepare quarterly leave reports and reconciliation and submit them to program managers/coordinators Staff Capacity Building Responsible for collating training and development needs as identified by the organization’s staff in line with the approval of the relevant authorityAssess internal capacity of in-house training and organize training sessions accordinglyProvide capacity building, technical support and supervise the Administration officerEnsure all staff are aware of the HR and Administration procedures and train staff accordingly Recruitment and Selection Deliver recruitment needs and assist in filling vacancies within the targeted timelines in collaboration with the hiring manager, while ensuring that open and transparent recruitment procedures are followed as per the organization’s policies and proceduresIn collaboration with the program’s managers/coordinators execute proper staffing plans and ensure staffing is adequately designed to ensure effective implementation of projectsIdentify redundancies and in collaboration with coordination and deal with the process effectivelyEnsure all staff are working under a proper working agreement and that their employment terms match the Labor laws and the organization’s internal manualsManage appraisals and disciplinary action in conjunction with the program managers/coordinatorsMaintain tracking system and full documentation of recruitment processesCoordinate effective implementation of new staff orientation and onboarding processes Employee Relations, Conflicts Resolution & Discipline Maintain and enhance the organization’s human resources by planning, implementing, and evaluating employee relationsBe available at the disposal of the conflicting parties and hear out their issues without being judgmentalIntervene and help map out a solution in case of dispute amongst two or more employees or between the employee and the management.In collaboration with the relevant managers and senior management, deal with employee’s disciplinary matters as neededAny other duties as assigned by the Director of Finance and Administration/or any other authorized official of the organization Requirement and Qualifications Bachelor’s degree in Human Resources ManagementExperience in sourcing, recruiting and interviewing professional and management candidates is requiredAt least 5 years of relevant post-qualification experience, preferably in an NGOStrong interpersonal skills with the ability to maintain confidentiality and develop trustStrong organizational and multi-tasking skillsAbility to operate a HR Information SystemKnowledge of Kenya Labour LawsMember of IHRM Proficiency in using Microsoft office software: MS Word, Excel, PowerPoint, Outlook, etc. is requiredExcellent record-keeping and documentation skillsA can-do attitude, a desire and the initiative to produce results that require hard work and motivation to achieve beyond what is expected Must be a team player
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