Full time Offered Salary :

Junior Officer Human Resources (Maternity Cover) at Concern Worldwide

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Job Description

Job Summary:

The incumbent will be responsible for general HR administrative support together with processing 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:

  • Preparing longlisting matrix for submission to hiring manager.
  • Scheduling of interviews including contacting candidates, booking venues etc.
  • Identifying and notifying the interview panel of time and date of interview.
  • Coordinating collation of practical tests and oral interview questions from hiring manager.
  • Preparing and issuing paperwork to the interview panel in advance of the interview.
  • Assisting in conducting interviews for support positions.
  • Collating interview reports.
  • Providing interview feedback to unsuccessful candidates.
  • Reference checking for new recruits.
  • Organizing pre/post-employment medical check-ups for staff.
  • Liaison with ICT for creation of new ICT users and disablement of leavers.
  • Organising & scheduling induction/orientation for new staff with other departments.
  • Induction/orientation of new staff as appropriate.
  • Updating monthly recruitment reports to share with budget holders.
  • Assisting new staff in appropriately completing induction forms.

HR Administrative Roles:

  • Maintaining leave/TOIL records.
  • Creating and maintaining hard and soft files for new staff.
  • Archiving staff records six (6) months after end of employment.
  • Archiving unsuccessful interview candidate records after one (1) year.
  • Dispatching and ensuring receipt of all staff documents while maintaining relevant records.

Benefits Administration

  • Processing national payroll and all statutory payments.
  • Timely submission of complete & correct medical, life, WIBA and AMREF cover memberships forms (where applicable) for new staff.
  • Issuing and retrieving IDs and smart cards to staff.
  • Maintaining files for staff medical, life, WIBA and AMREF covers.
  • Administration of staff welfare and pension scheme benefits.

Contracts Management

  • Issue contracts to new staff and process contract extensions.
  • Coordinate probation reviews and confirmation and report to the Manager on PIP actions.

Staff Separation

  • Monitor contract expiry dates and notify Line Manager and HODs for further direction.
  • Advise and facilitate staff in the clearance process including preparing final payments and terminal benefits.
  • Preparing and dispatching certificates of service for leavers.
  • Timely termination of medical, life, WIBA and AMREF covers of staff on exit.

Data Analytics

  • Keeping the staff database up to date.
  • Collating of HR data, storage and retrieval.
  • Collating monthly training reports for all staff.

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 and administration policies and procedures.
  • Monitoring for compliance with employment law, 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 measures to meet Core Humanitarian Standards (CHS)
  • Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

  • Bachelors’ degree in Human Resources Management, Administration, Business Management or relevant field.
  • At least two (2) year working experience. Previous experience in an international NGO is an added advantage.
  • Computer skills, including Microsoft Office applications (MS Word, Excel, PowerPoint)

Preference will be given to candidates who possess the following:

  • Good computing and report writing skills
  • Be able to work independently, as well as in a team
  • Be willing to accept responsibility and to show good judgment, initiative, and resourcefulness
  • High integrity and demonstrated ability to follow standards and policies
  • Ability to work in a systematic and organized manner and to tight deadlines
  • Positive attitude and willingness to learn
  • Fluent in both spoken and written English and Kiswahili.

Method of Application

Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to nairobi.hr@concern.net with the subject of the email as “Junior Officer HR’ on or before Wednesday 10th May 2023 “. Only short-listed candidates will be contacted for interview.

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