Human Resources Officer Job Vacancy in Kenya

SOS Children’s Villages in Kenya

Position Title: Human Resources Officer – National Office

(1 Position)

Location: Nairobi

SOS Children’s Villages in Kenya is a member of the SOS Children’s Villages International (CVI) Federation.

SOS Children’s Villages is a child-focused Non-Governmental Organization established in 1973 to provide care and support to children who have lost or are at risk of losing the care of their biological family.

The organization’s vision is “No child should grow up alone” and its programmes are driven by the mission of “building families for children in need, helping them shape their own futures and sharing in the development of their communities”.

In this regard, the organization works to reduce poverty; increase access to quality education and decent work; reduce inequalities and build strong institutions as laid out in SDGs 1, 4,8,10 and 16.

This is done through programmes that are geared towards addressing the political, economic, health and social root causes that lead to high levels of child vulnerability and put families at risk of breaking down. The programmes focus on Alternative Care, Family Strengthening, Youth Empowerment, Education, Health Care and Advocacy.

SOS Children’s Villages in Kenya implements programmes in five (5) of Kenya’s 47 Counties namely Nairobi, Mombasa, Uasin Gishu, Kisumu and Meru.

We seek to recruit suitably qualified person to fill the following position:

Human Resources Officer – National Office Nairobi (1 Position)

Position Summary: Reporting to the Senior Human Resource Officer, the Human Resource Officer will provide administrative support to all Human Resource functions to achieve overall implementation of human resource strategies, policies, and procedures.

H/She will support on documentation, leave administration, payroll administration, HR Audit, HR Compliance etc.

In addition, H/She will support and ensure that all projects comply with established policies and procedures ensuring that organizational objectives are supported and HR policies remain relevant.

Key performance areas and main responsibilities

Contract Management:

  • Ensure that all staff have valid contracts and this is captured in staff information register
  • Managing general human resource administration processes through renewal of contracts drafting letters for separating staffs, transfer, recommendation, transfers, memos, bank letters, certificate of service and appointment letters, NHIF & NSSF letters etc.
  • Ensure all signed contracts have been sent to the locations are received back and filled appropriately
  • Follow up on all contracts that are elapsing and support supervisors to ensure Staff Requisition Forms (SRF) are filled and approved
  • Prepare internship and volunteer contracts ensuring all supporting documents have been availed before contracting
  • Ensure all documents leaving to the locations are keyed in the register for accountability

HR Records:

  • Ensure all staff files have the required documentations for all new hires and ongoing staff and are up to date as per the checklist
  • Regularly update the staff information register incorporating the joiners, leavers and change of work stations
  • Ensure accurate filing of all staff related correspondence

HR Audit and Compliance:

  • Ensure that all files are audit ready by conducting spot checks
  • Ensure that all issues raised by the auditor are addressed in a timely manner
  • Ensure timesheets are submitted in a timely manner and forwarded to the finance and Grants Officer in compliance with the internal and external guidelines

Employee Relations:

  • Ensure internal memo or relevant news to be disseminated widely, timely and effectively through different communication channels (e-mail, telephone, etc.) within the company are done.

Leave Management:

  • Monitor all staff leaves and ensure the filing of appropriate documentation
  • Ensure staff understand how to file for leave and proper handover is done for the days not applied for

Payroll processing

  • Support the SHRO to ensure all payroll updates are submitted by 20th date of each month and all supporting documents are attached
  • Support the SHRO to update on all staff movement (New staff, deductions, revisions, allowances, separations)
  • Submit new employees’ contract details for payroll processing
  • Liaise with payroll accountant on benefits data for final dues processing

Recruitment & On/Off boarding

  • Prescreen shortlisted applications and share information with the hiring managers
  • Support in longlisting and prescreening of shortlisted applications and share information with the hiring managers
  • Maintain tracking system and full documentation of recruitment processes
  • Oversee Onboarding process for all new hires; work closely with hiring managers and other departments to coordinate and schedule key trainings, meetings, technology and space
  • Oversee Off- Boarding process for all staff exiting the organization ensuring exit interviews are conducted and filled
  • Provide excellent customer service via email, phone or in person; answers questions from employees and the general public regarding human resources issues, and responds to employment verification requests and other requests for information

HRIS/Benefit Administration

  • Prepare all letters regarding benefits and send to the insurer ensuring all supporting documents have been availed
  • Develop and maintain up to date benefits onboarding materials for new employees
  • Establish and maintain positive working relationship with all vendors and service providers.
  • Manage the administration of employee benefits packages including health insurance & retirement plans
  • Working with the Admin Assistant, ensure that all new staff are added into medical cover and WIBA
  • Liaise with the medical insurance to ensure utilization reports, credit and debit notes have been received in a timely manner.

Required Qualifications/Abilities

1. Bachelor’s Degree in Human Resource Management from a recognized institution

2. Must be a member of the Institute of Human Resources Management (IHRM) Kenya and in good standing

3. Minimum three (3) years’ experience in general HR management in a similar role in the NGO

4. Must have completed or is in Level 3 of CHRP

5. Familiarity with Kenya Employment Act and other labor related laws/Acts

6. Strong interpersonal skills and the ability to communicate clearly both verbally and in writing, coupled with the professional credibility required to influence and motivate others to achieve results

7. Demonstrate high integrity and maintained of strict confidentiality

8. Proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint) and ability to use the internet to obtain data and reference materials.

9. Proven ability to plan, organize and prioritize work, together with the ability to remain calm under pressure often in difficult circumstances and not lose sight of operational priorities.

10. Competence in numeracy is essential.

11. Fluency in written and spoken English is essential

12. Customer centric attitude with strong process management skills

13. Analytical – synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.

14. Able to work under pressure, with strong organizational, planning, prioritization and execution skills and the ability take accountability for results and achievement of objectives.

15. Enthusiastic, decisive, pragmatic and dynamic hands-on individual with a sense of urgency, attention to detail, thoroughness and unquestionable integrity.

Child Protection Policy

At all times, avoid actions or behaviour that could be construed as poor or potentially abusive practice. Whatever decisions and actions taken should be with the best interest of the child in mind.

Data Protection Policy

At all times ensure that personal data of donors, sponsors, SOS Children’s Villages Kenya beneficiaries and their families as well as co-workers is handled confidentially and in accordance with prevailing SOS-Kinderdorf International data protection laws.

How to Apply

If you believe your experience, competencies and qualifications match the job and role specifications described; send your application & updated CV (with details of at least 3 traceable referees one of which must be immediate former employer) to addressed to the Human Resources Manager to reach us on or before 5th February 2023.

Please specify the position of interest.

SOS Children’s Villages in Kenya holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation and abuse in the workplace, code of conduct and other places where the organization’s activities are rendered.

Parallel to technical competence, recruitment, selection and hiring decisions will give due emphasize to assessing candidates value congruence and thorough background checks, police clearance reference check processes.

SOS Children’s Villages in Kenya is an equal opportunity employer and its Recruitment Policy addresses itself to the core values of best practice, diversity and equality.

Only shortlisted candidates will be contacted.