Position Title: Junior Officer Human Resources (Maternity Cover)
Reports to: Senior Manager, Human Resources
Direct Reports: None
Job Location: Nairobi (Candidates must be legally entitled to work in Kenya at the time of application - National Position)
Contract Details: Fixed Term , Seven (7) Months Contract
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.
Competencies required:
- Excellent coordination, interpersonal and communication, skills
- Attention to detail, confidentiality, integrity and ability to handle sensitive situations and a team player
Safeguarding at Concern: Code of Conduct and its Associated Policies
Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a consultancy opportunity with Concern Worldwide will be expected to sign the Concern Code of Conduct and Associated Policies as an appendix to their consultancy contract. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to do consultancy work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, being hired as a consultant with Concern is subject to a range of vetting checks, including criminal background checking.
Concern’ is the trading name of ‘Concern Worldwide’, a company limited by guarantee, registered number 39647; registered charity number CHY 5745, registered in Ireland, registered address is 52-55 Lower Camden Street, Dublin 2, Ireland. Follow Concern online: www.concern.net
How to apply
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.
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.
ForadditionalinformationpleaseconsultourwebsiteorcontacttheHumanResourceDivisioninourHeadOffice.
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.