People and Development Recruitment Officer at Marie Stopes

This post reports to the Senior Administrator (People and Development) and is responsible for recruitment of new team members to the Marie Stopes Family.

The role is responsible for the development of recruitment process and implementation of recruitment on boarding of new team members to enable the strategic engagement of human resources in excellent sexual and reproductive health operations through: planning, recruitment, selection, remuneration, development and retention with policy and practice that result in high quality performance by excellent staff.

Stationed within the People and development the post is part of a team that provides oversight and active support to all teams, in order to enhance consistency, quality, and efficiency while ensuring that systems, policies and procedures are adhered to.

Reporting to: Senior Administrator,  People & Development

Probationary Period: 3 months

Contract Type: 2 years with a possibility of extension

Marie Stopes Kenya is an NGO registered in Kenya. We are affiliated to Marie Stopes International.  Together we deliver safe abortion, quality sexual and reproductive health care and family planning to millions of the world’s poorest and most vulnerable women.

We want to make sure that women have a choice when it comes to having children and that death by unsafe abortion is reduced.

The primary responsibility of this role is to further our Goal: THE PREVENTION OF UNWANTED BIRTHS and its mission of ensuring the individuals right to: CHILDREN BY CHOICE NOT CHANCE

The post holder commits to and is held accountable to Marie Stopes International global core values: mission driven, customer focused, results orientated, pioneering, sustainable and people centered

Key Responsibilities and Measures

Key Responsibilities

• Recruitment sourcing
• Vacancy Coordination
• Compliance and New Starter Administration
• General Team support

Recruitment Marketing

Activities include;

• Establish recruitment requirement using information from various department
• Build applicant sources e.g. employment agencies, media, website
• Determine applicants requirements by studying Job description and qualification
• Attract applicants by posting job advertisements on the various sources

Measures

• Recruitment plans
• Data base of job sources
• JDs available for all positions

Vacancy Coordination

Activities include;

• Support managers in drafting JDs and providing templates and advise as required
• Coordinate process of vacancy approval via the requisition form, ensuring the necessary approvals are given before advertising
• Short listing and long listing candidates for interviews
• Setting up of interviews, calling of candidates, sending invites to the interview panel.
• Inform all applicants of the progress of their application in writing
• Creating and updating a data base and tracking system of both vacancies and applicants
• Liaise with external recruitment to source candidates for hard to fill roles

Measures

• JD templates availed to line managers
• Fully signed recruitment forms
• Balanced interview panel
• Written rejection letters
• Interview summary /notes

Compliance and New Starter Administration

Activities include;-

• Ensure all necessary pre-employment checks are done
• Undertake reference and background checks including criminal checks for successful applicants.
• Prepare interview summaries and noted for all inteviews
• Responsible for all recruitment filing i.e. application forms and interview notes.
• Provide administrative and logistical support for recruitment events when required
• Coordinate an effective induction program by consulting the different departments
• Give presentations at colleges, attend student group meeting, and increase college awareness of the organization

Measures

• Consistent communication to all applicants
• Systematic filing
• Calendar of events availed
• On boarding pack/checklist
• Induction programme

Provides General Team support in Training and Administration

Activities include;-

• Collate departmental non clinical training needs
• Coordinating the training committees by arranging for meetings and taking minutes
• Prepare training schedules and progress reports
• Enter training data in HR master
• Supporting probation reviews and contract renewals by ensuring probation reviews alerts are forwarded and tracking the completing of the reviews by line managers
• Generate monthly reports on recruitment
• In charge of the intern programme

Measures

• Training needs report
• Training committee minutes
• Training schedules
• Data available for line managers
• Tracking reports
• Up to date contracts
• Recruitment reports

Knowledge, skills and attitudes

Qualifications:

• Bachelor Degree in Business Administration
• Professional qualification in Human Resources Development
• Membership with IHRM

Experience:

• Minimum three year work experience especially in an INGO

Skills:

• Possess excellent IT skills
• Proven local and international procurement ability
• Ability to work with suppliers and build long term competitive supply relationships
• Good organisational skills
• Ability to influence and communicate effectively.
• Ability to work with minimum supervision.

Attitude / Motivation: Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.

There are 13 key behaviours that MSI encourages in all employees and they are defined below:

Initiative

• Thinking ahead and taking action to make the most of opportunities by finding the optimum solution

Innovative

• Thinking creatively and outside of the box so that ideas generated create a positive outcome

Effective Communication

• Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.

Responsive

• Being responsive to changing priorities and demands

Working Efficiently

• Planning, prioritising and organising work to ensure work is accurate and deadlines are met

Sharing Information

• Sharing information and knowledge whilst maintaining confidentiality

Focus on Learning

• Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further

Commitment

• Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements

Driven

• Drive and determination to deliver results

Accountable

• Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate

Embracing Change

• Openness to embracing change within the organisation and being able to adjust plans/activities accordingly

Motivated

• Motivation towards achieving quality results to maximise potential

Team Player

• Working as part of a team by being supportive, flexible and showing respect for each other