Plan International
Position Title: Temporary HR Officer - Shared Services Centre
WHO WE ARE
Plan International is a rights-based development and humanitarian
organization working for better lives for all children. We are
independent of government and have no political or religious
affiliation. Our purpose is to strive for a just world that advances
children’s rights and equality for girls. We have been building powerful
partnerships for children for more than 80 years, and are now active in
more than 70 countries.
OUR GLOBAL STRATEGY
Our global strategy has a specific focus on girls, as they are often the
most marginalized and most often left behind. We have committed
ourselves to the ambitious target of reaching 100 million girls over 5
years, to ensure they can learn, lead, decide and thrive. This is our
contribution to reaching the sustainable development goals, and in
particular the goals on gender equality. Our organization is
transforming itself to meet this enormous challenge everywhere we work.
We need bold, forward-thinking and innovative individuals to lead our
country operations, driving change and delivering results that will
allow us to reach our target of 100 million girls.
ABOUT SHARED SERVICES CENTRE
The Shared Services Centre is a Centre of Excellence based in the MEESA
region office. The centre’s vision is that within 2 years its clients
will have recorded added value within their support services. The centre
is committed to a reliable, efficient and effective service to the
MEESA regions at a competitive price. Its ultimate goal is to be
trusted, predictable, and dependable to our clients at all times and to
ensure commitment to excellent turnaround times in all our service
delivery.
ABOUT THE ROLE
The SSC HR Officer will act as the key HRIS system administrator, ensuring that data in the system and staff files are accurate and up-to-date. S/he will also be responsible for employee benefits administration, payroll and out of payroll staff payments as well as other administrative support to deliver the related transactional HR Services for SSC.
ACCOUNTABILITIES AND MAIN WORK ACTIVITIES
Insurance & Medical Benefits 30%
- Process timely enrolment and deletion of client staff onto relevant benefits including medical, GLA/ GPA/WIBA/Provident Fund.
- Provide regular support to ensure client staff access to benefits and maintain up to date records on usage.
- Regular follow-up on medical claims/ reimbursement to client staff.
- Capacity build and provide regular updates to client staff on use and administration of various insurance benefits;
- Coordinate timely monthly replenishments of the outpatient fund and monitor usage and submit a monthly medical deductions statement;
- Regular engagement with the insurance brokers and administrators to ensure the service provided is of high quality;
- Review of the performance of insurance schemes and share periodical reports with the client.
- Timely renewal of the employee benefit insurance and administrative schemes.
- On the provident fund, work closely with the scheme provider and the Board of Trustees to ensure client staff get the maximum benefits;
- Work with the Board of trustees to educate client staff on provident benefits and encourage high contribution to maximize on benefits.
- Monitor staff membership to ensure eligible client staff join the provident fund immediately on hire.
- Support separating staff to access their provident benefit upon request;
- Support in reaching out to formerly separated staff who have retired to access their provident retirement benefits;
- Facilitate payment of claim to beneficiary(ies) in the event of death.
- Regularly generate reports on staff records and benefits as required.
Employee Records and HRIS Management 20%
- Ensure all new client staff fill the staff details form;
- Open personal file for new client staff;
- Addition of new client staff to HRIS and registration to SuccessFactors;
- Regular documentation of client staff records through the life cycle of the staff in the organization and filing of the same for ease of retrieval.
- Maintenance of up to date records on a continuous basis.
- Identify HR records for archiving based on client staff changes and ensure a well-maintained HR archive.
- Update all staff leave records in the HRIS.
- Launch of performance management documents and support staff and managers on related HRIS processes.
- Support the role out of new modules & changes in HRIS.
- Generate and back up monthly reports of staff records from the HRIS;
- Regularly provide information and reports from HRIS as required at GH level and by other relevant parties.
- Act as a member of health and safety committee for SSC and facilitate implementation of health and wellness strategies.
Payroll Administration 20%
- Timely provision of documents to support payroll processing including contracts, staff movements and separation letters;
- Ensure that new hires submit payroll related documents on time and coordinate with SSC Finance.
- Make staff changes on a monthly basis in preparation of the payroll and submission to SSC - Finance by 10th of every month.
- Ensure all staff are enrolled and have accounts on the Perpay system and all their statutory numbers and details are uploaded for payroll purposes;
- Regularly liaise with the service providers (Netcom) in case of any challenge while running payroll or while doing transitions.
- Facilitate staff clearance and process their final dues.
Recruitment 15%
- Receive fully authorised request to recruit forms for Temporary Staff and facilitate the request.
- Assist in raising PR for vacancy announcements to Daily Newspapers, upload vacancies to websites and share them widely.
- Supervise written tests in consultation with the SSC HR Coordinator Recruitment.
- Compile documents in respect of the selected candidates from the panelist and ensure.
- Complete acknowledgement (appended signatures) of interview notes.
- Support in preparing Recruitment packs in preparation of interview sessions.
- Support in undertaking reference checks for successful candidates in line with Plan international reference policy.
- Support the SSC HR Coordinator, Recruitment to conduct send out employee information pack to successful candidates.
- Send out the Pre- employment checklist to successful candidates ensuring they provide relevant documentation prior to reporting date.
- From time to time facilitate interview sessions by being the SSCHR representative in the panel.
Onboarding & Orientation 5 %
- Sign up of Plan International policy documents for all new client staff.
- Organize new client staff orientation and on boarding.
- Facilitate processing staff identity cards for new staff;
- Create staff files for new client staff with all relevant documentation upon on-boarding.
- Orientating of new staff and continuous customer service support on the HRIS.
- Ensure staff are aware of relevant policies and procedures and implications of not adhering to them.
Contract Management 5%
- Provide prior notice to client on confirmation of contract renewal or non-renewal;
- Ensure that client staff who have completed their probation are provided with confirmation letters or discontinuation according to client instructions.
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)
- Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
- Ensure that Programme implementation staff at the country office and in the field are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies.
- Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team.
- Ensure that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Qualifications/ experience essential:
• A Bachelor’s degree in HR or related field with a Higher Diploma in HR Management.
• Membership with IHRM.
• At least 3 years of relevant experience in the HR field.
• Conversant with HR online systems.
• Strong communication skills, both verbally and in writing.
• Ability to negotiate, all levels of the Regional office and outside of line management relationships.
• Strong communication skills, both verbally and in writing.
• Excellent interpersonal skills with the ability to build strong
relationships and networks quickly at every level within the regional
office.
• Listening, coaching and counselling skills.
• Ability to support and manage change effectively.
Languages required:
Excellent written and verbal communication skills in English.
Behaviors:
• Role model our values and behaviors both internally and externally.
• Engages sensitively with community members on issues of gender
equality and inclusion, demonstrating an understanding of the local
culture and context.
• Promotes equality, including gender equality, inclusion and girls’ empowerment in Plan’s work and in its work with partners
• Apply participatory influencing methodologies both internally and externally
• The ability to build collaborative working relationships
• Ability to influence
• Uses creativity to challenge the norm and promote innovation and
thinks and acts for the wider organization – linking partnership
opportunities with the context of the wider organizational strategy
• Communicates effectively at a high level and with a range of appropriate styles for different audiences
• Builds capability through knowledge sharing, networking, mentoring,
coaching and advocates the importance of knowledge management
Click on the link below to view the full job description:
JD Temp SSC HR Officer - 2023.pdf
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with, and we must not contribute in any way to harming or placing children at risk.
How to apply
To apply, please click on the link below.
Career Opportunities: Temporary HR Officer- Shared Services Centre (47569) (successfactors.eu)
A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme, we will request information from applicants' previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.
Disclaimer: Plan International is an equal opportunity employer and does not discriminate applicants on any basis. We also do not charge Job seekers any fees at any point of the recruitment process.
Female candidates are highly encouraged to apply for this position.