Administration and HR Officer at Peace Winds Japan

Duties and Responsibilities Office Administration

• Perform day-to-day administrative duties as assigned including receiving of PWJ visitors
• In charge of receiving & redirecting of office mails, including organizing for collection of mails from the Nairobi and dispatch of the same.
• Maintaining a communication list of all focal persons of agencies operating in Kakuma
• In charge of office outlook: cleanliness & organization
• Ensuring proper working of office utilities
• Maintain absolute confidentiality of all information that he may have access to in the execution of his/her duties
• Develop and maintain an accurate and efficient filling system

Travel Arrangements

• Arranging flights, transport and accommodation for staff and visitors on travel
• Arranging all travel documents for staff and visitors and advising them on all issues that relate to traveling including liaising with the relevant government offices
• Ensure all staff are abiding by organization’s travel regulations

Human Resource Management

• Participate in the periodic review of the HR policies and procedures recommending changes to the management
• Maintain a thorough knowledge of PWJ HR policies and ensure employee adherence to HR policies.
• Ensure PWJ is compliant with all employment laws to minimization of legal exposure as part of the general PWJ risk Management.
• Ensure staff files are complete, secure and confidential.
• Coordinate and ensure compliance to the performance management system timely completion of the annual performance evaluation process and maintain a record of all objectives set by all supervisors
• Attend to staff issues in regards to benefits, grievances, disputes and disciplinary cases in conformity with HR policies.
• Ensure fair and consistent enforcement of rules and regulations governing the incentive staff in Kakuma operation
• Ensure every staff has and have signed a job description detailing their duties.

Talent Acquisition

• Coordinate the recruitment processes ensuring compliance to hiring policies and procedures, and that best practice is followed and documented
• Vacancy posting in internal and external media as appropriate.
• Maintain tracking system of Kakuma operation vacancies and the entire recruitment process and compile monthly report on recruitment.
• Participate in recruitment interviews, provide interview outcome summary.
• Responsible for staff orientation and on boarding of all new staff.
• Lead the recruitment of Intern and overall implementation of the Internship policy at the Field Office.
• Lead the workforce planning process and Support succession planning discussions and implementation of agreed activities at the Field Office

Reporting

• Compile updates and HR Management reports.
• Periodically review organizational charts to ensure that they are up to date, reflect current staffing levels and payroll and conform to the PWJ policies.
• Responsible for maintenance and ensuring monthly reporting through timesheets.

Contract Management:

• Ensure all staff have valid and signed employment contracts
• Monitor and ensure end of probation evaluations take place and outcomes implemented
• Coordinate the exit process and ensure finalization of all procedures within one month.
• Facilitate for preparation of employee final dues and termination of benefit enrolments
• Close staff records on Timesheets

Staff Learning and Development:

• Coordinate development of the annual Learning and Development (L&D) plan
• Facilitate all requests for staff training as approved in the Annual L&D Plan
• Monitor and produce periodic reports on the implementation of the learning and development Annual Plan including mandatory required internal training.

Required qualifications, skills and experience Education:

• Bachelor degree in Human Resources Management or a Bachelor’s degree in business administration and/or a Diploma in Human Resources Management/Business administration.

Experience:

• 5 years relevant experience in a similar position or as a Human Resources Officer in a busy Organization.
• Microsoft Office packages application
• Membership certificate of recognized practitioner organizations such as Institute of Human Resources Management (IHRM) is added advantage

Competencies:

• Excellent knowledge of Kenyan labour legislations.
• Proven skills in conflict resolution.
• Proficiency in Microsoft Suite.
• Excellent interpersonal and negotiation skills.
• Excellent People Management skills.
• Demonstrable behavioural competencies including; Diversity, Proactive -Problem Solving, Stress Tolerance, Collaboration, Coaching, Developing Teams, Planning and Organizing, Managing Performance for Success and Delegating Responsibility

GENERAL EMPLOYEES OBLIGATIONS AND RESPONSIBILITIES

• The Employer stipulates the right to assign the Employee any other kind of work derived from his/her specialization. In case of urgent work and such like the Employee may be asked to work overtime as well as during public and other holidays.
• Adhering to all PWJ’s policies and procedures at all times.
• Deliver project objectives within time, resource and budget constraints
• Correctness and completeness of given tasks
• The Employee takes over the responsibility for all entrusted material or cash. The Employee is obligated to cover all damages or losses caused by his carelessness.
• Prompt providing of all relevant information to his/her supervisor
• Maintain confidentiality of all information gained from employment within not publicly available
• Representing and upholding the values of PWJ at all times
• Behave in appropriate manners at all times and in all places