Administrative Officer People & Culture at World Vision Kenya

Reporting to : People & Culture Director

Grade Level : 13

Purpose of Position

Provide overall administration and coordination services for the People & Culture department ensuring that the department is administratively supported to promote child wellbeing outcomes.

Major Responsibilities

Administrative Support to the People & Culture Directorate, 40%

• Support the P & C department in the delivery of People & Culture services
• Participate in the delivery of People & Culture functions including but not limited to; Recruitment, Administration of Compensation & Benefits, Employee Relations, Learning and development, Staff care and other P and C functions as may be required from time to time
• Coordinate administrative support for the People and Culture Directorate including but not limited to offering secretariat services, consolidating reports, maintenance of office assets, equipment and maintain adequate supplies/stationary
• Prepare correspondence on staff matters; bank, visa, certificate of service, letters.
• Ensure effective and efficient facilitation of departmental meetings, events, activities and projects
• Ensure timely disbursement of P & C correspondences.
• Ensure provision of excellent front desk services to P & C visitors.

Personnel Records and People & Culture Information Management, 30%

• Develop and maintain a People & Culture document management system that ensures safe and orderly custody of P & C information both manually and electronically.
• Create and ensure completeness of personnel files that meet the compliance standards
• Ensure personnel files are up to date and are stored, updated, archived and destroyed in accordance to the WVK Policies and government regulations.
• Support in timely retrieval of personnel files for use by P and C officers, auditors or any other authorized persons.
• Ensure confidentiality of staff records in accordance to WVK polices and the data protection regulations.
• Maintain up to date key P & C records including, Polices, Business processes, Organizational structures, Annual Operations Plans etc

Management of People & Culture Information Systems, 20%

• Ensure that all People related data captured in the HRIS is 100% complete and correct
• Build capacity of staff and line Managers on utilization of People & Culture information System
• Conduct ESS/MSS orientation for new / existing staff and managers to ensure staff data on OP is always 100% updated.
• Create and update frameworks for enabling OP System functionality and ensure that staff are correctly pinned for correctness of data.
• Liaise with the P&C users on a regular basis to ensure that Our People data is accurate
• Run regular HRIS Reports to ensure that error rates are maintained at 0%
• Generate reports (gender ratios, employment changes, leave balances, turnover ratios etc..) for performance tracking and management decisions
• Ensure accurate and timely submission of annual employee census report

Collaboration & Networks, 5%

• Actively participate in roll out of P & C initiatives
• Participate in committees and taskforces, as assigned
• Participation in Inter agency workgroups and other Networks

Any other Duty assigned by supervisor or designee 5%

• Participate in Trans teams and support other initiatives by partners in the spirit of integration
• Any other duties as might be assigned from time to time

Knowledge, Skills and Abilities

• Must have a university degree in Human Resource Management, Information Sciences, Social sciences or related field
• A professional Diploma in Human Resources Management is required if the first degree is not in HRM
• Must be a member of a recognized member of IHRM
• A minimum of three years’ experience in human resources generalist role
• Experience in use of Human Resources Information System
• Proficiency in computer applications.
• Experienced in cross-cultural environment.
• Must be conversant with the local and international labor legislations
• Experience in records management