Country Human Resource Officer at Jesuit Refugee Service (JRS)

Operational Context/Role

• The Country Human Resources Officer (CHRO),under the supervision of the Country Director (CD) and in close collaboration with the International Human Resources Officer, will be responsible for ensuring that Human Resource administrative function in country and at the project offices are effectively managed and there is consistency in application of policies and procedures. The CHRO will share best practice and ultimately promote the welfare of JRS staff in Kenya in close collaboration with the Project and Country Directors.
• Reporting to the Country Director, this is a fixed term contract type for one year and is based in Nairobi with frequent visits to Kakuma, Kenya.

Child Safeguarding and PSEAH commitments

• JRS has zero tolerance towards all forms of sexual exploitation and abuse and takes seriously all concerns and complaints about sexual exploitation and abuse against children and vulnerable adults by JRS personnel. JRS is committed to Safeguard children and vulnerable adults and has policies which outline the expected behaviour, code of conduct and responsibility of all persons acting on behalf of JRS (Staff, consultants, volunteers, interns, Pastoral team, and other representatives). All staff working for JRS are expected to abide by these policies and guidelines.

Key Duties & Responsibilities

Human Resources – Recruitment, retention, and separation.

• Provide support to hiring managers during staff recruitments and selection processes by promptly advertising, screening candidates and short-listing through to orientation and probation.
• In consultation with country director, ensure that all staff always have functional Job Descriptions and up-to-date contracts, ensuring implementation of local regulations and legal compliance.
• Perform background checks on all new staff by checking references with professional referees to ensure a fair and objective recruitment process and a true picture of prospective employees is presented to management.
• In close collaboration with hiring managers and Country Director, organise periodic induction for new and old staff to ensure that all staff are regularly updated on policies or procedures in line with organisational priorities.
• Ensure that all staff complete the necessary HR forms for personal data collection.
• Ensure all staff exit interviews are managed effectively and that out-going staff feedback is shared with the Country Director for reflection and review.
• In collaboration with the Country and Project Director provide guidance and support in recruitment processes of incentive staff, ensuring a coherent management and administration of incentive staff contracts is maintained.
• Coordinate staff on-boarding activities including liaising with departments and following up on activities.
• Develop a standardized Induction program for JRS staff.

Processing employee benefits and compensation.

• Maintain HR payroll system, prepare monthly payroll and submit to finance for payments on a timely manner.
• Support the Country Finance Officer in ensuring that the pay slips correctly include what is foreseen in remuneration by the salary grid.
• Enroll new staff on medical and Group Personal Accident insurance, pension scheme & monitor all staff insurance for renewal.
• Design and implement the salary grid.
• Manage leave records.

HR related support for the Country Office.

Day-to day Administration.

• Actively provide support to the Country Director, Country staff, Project staff on HR related matters.
• Assist with personnel administration by assembling and preparing necessary documentation, including the preparation of contracts for temporary staff, volunteers, and interns.
• Keep up to date all HR staff data and produce human resources-related statistics/reports.
• Coordinate the implementation of all administrative protocols and procedures.
• Organise regular staff meetings and systematically participate in all briefings where HR expertise is requested (Finance, Programmes, and Administration).
• Respond to all HR queries, follow up on information related to contracts, recruitment, security, and safety of staff.
• In coordination with the Country Director, Country Finance Officer, and Country Program Officer… design and update the mission, organizational charts (for both National and International staff) and the Job Descriptions. Guarantee standardization across the Country.
• Write and share regular ad-hoc reports of his/her work and HR monthly reports.
• Design, implement and update the National Staff Internal Regulations in line with JRS standards and the local Labor Law. The regulations include ANNEX: the salary grid/list of functions, the recruitment process, the evaluation process, and the steps foreseen for the Induction of newly hired staff.
• Coordinate the implementation of all administrative local protocols and procedures, organize regular information meetings with all the staff and systematically participate in all briefings where HR expertise is requested (Finance, Programs, and Administration.

Filling

• Ensure that all personnel documents are kept in order and updated (e.g. contract of employment, contract’s amendment, CV, national ID, pictures, disciplinary measures, leave requests, performance appraisals and justifications resignation letters)
• Maintain employee records and keep them confidential.
• Maintain the E-personnel filing system for all staff in Kenya and ensure that all files have necessary information to comply with audit requirements.
• Support audit process.

Budgeting and HR Initiatives.

• In collaboration with the country team, plan and monitor HR operational and budget needs.

Disciplinary

• Management of disciplinary cases in close collaboration with Project and Country Director as per JRS policies and guidelines.
• Support all team members with team management responsibilities when dealing with disciplinary measures.

Performance Management.

• Support in the implementation of the performance management process including initiating, tracking, and monitoring the various stages of the process.

Employee Welfare

• Organize team-building events.
• Initiate welfare programs for the staff.
• Manage staff welfare schemes and initiatives.

Project Related activities

• To support the Project Director and/or the Project HR Officer in making decisions regarding security measures in situations of crisis within the Project, after consultation with the Country Director.
• Work in close collaboration with the Project Director to ensure correct application and consistency of HR policy.
• Assist the Project Directors in dealing with grievances and in the implementation of disciplinary procedures. Carry out investigation and submit reports for country Director to make decisions.
• Together with the Project Director, if present, review all the HR policies and ensure compliance and consistency with the international policies and local labour requirements.
• Review and implement JRS HR core policies and international guidelines and protocols in line with international humanitarian standards (PSEAH, Child Safeguarding Policy, Anti-fraud Policy, etc).
• Assist in the implementation of the JRS Global Staff Care Programme (MHPSS, Security and Safety, Policies, Working conditions and Environment).
• Review and implement the organizational structure for the relevant JRS country office, designing charts and jobs, as well as the different levels of responsibility and delegation, to efficiently support JRS activities in the region.
• Provide up to date analysis of new trends in Human Resources Management in the Country and suggest review and or update of best practices.
• Run specific surveys on the JRS staff well-being in the Country.

In close collaboration with the International HR Department:

• To act as a link between the International Office HR Department, the Regional Office, and the Project level.
• Review and implement JRS HR core policies and international guidelines and protocols in line with international humanitarian standards (PSEAH, Child Safeguarding Policy, Anti-fraud Policy, etc).
• Assist in the implementation of the JRS Global Staff Care Programme (MHPSS, Security and Safety, Policies, Working conditions and Environment).
• Review and implement the organizational structure for the relevant JRS country office, designing charts and jobs, as well as the different levels of responsibility and delegation, to efficiently support JRS activities in the region.
• Provide up to date analysis of new trends in Human Resources Management in the Country and suggest review and or update of best practices.
• Run specific surveys on the JRS staff well-being in the Country.

Representation

• Make sure the Internal Regulations are validated by the local legal advisor and by the local Labor Office.
• Liaise with the local legal advisor and with the labor office on HR matters.
• Support the Country Director in the implementation and follow-up of the international staff's administrative aspects (VISA, leaves, R&R…).
• Perform any other duties commensurate with the post as requested by the supervisor.

Training and Development

• Review and follow up on local training opportunities for JRS Staff and share information/coordinate with the Project directors or any other relevant team member. Support in the identification of possible training needs.
• Develop a training needs assessment, in accordance with operational requirements, in evaluating employees’ performance and in implementing the associated action plans to improve people’s capabilities and their end results contribution to JRS mission and values.
• Frequently travel to the project locations to carry out trainings for the project staff.
• Keep track of the training taken by the Staff.

Person Specification – Essential Requirements

Qualification and competence

• A university degree in Human Resources or a related field (organizational development; business administration, etc.) or a specific training, qualification, or certification in human resources management.
• Certified Human Resource Professional (CHRP) or Higher Diploma in Human Resource in Kenya.

Experience

• At least three (3) years of professional experience in an NGO and/or international organization.
• Good knowledge and experience in Kenya Labor laws, compensation, benefits administration, employee relations, security and safety, staff training and development.
• Previous experience with a faith-based NGO is an added advantage.
• Excellent English, both verbal and written.
• Proficiency in Microsoft Office 365 and any human resources management-related software or computerized systems.

Skills

• Strong interpersonal skills and the ability to work in a multi-cultural, international, professional environment.
• Strong ability to innovate in a changing environment and promote creativity within the organization.
• Strong analytical, strategic-thinking, and planning skills.
• Very good pastoral sense and listening abilities and communication/inter-personal skills.
• Good understanding of and commitment to humanitarian relief work and international development.
• High degree of discretion, tact, and confidentiality in dealing with internal and external clients and stakeholders at all levels.
• Ability to positively influence others and successfully reconcile differences.
• Ability to work independently with minimal supervision.
• Ability to work in international settings and with various departments to implement successful approaches in Human Resources.
• A self-starter with a strong results orientation and with high levels of integrity, credibility, and dependability.
• An energetic team player who can effectively collaborate, and who can stand alone when necessary.
• Demonstrated ability and experience of working in a multi-cultural environment with good multicultural sensitivities and in a flexible environment.
• Willingness and ability to travel to the field country offices, when appropriate, for project monitoring visits and live a simple lifestyle.
• Demonstrated ability to work and deliver under pressure and tight deadlines.
• Good computer skills, including competence in Excel and familiarity with other databases.
• Good organizational skills and ability to perform multifaceted tasks in addition to day-to-day activities.
• Good analytical skills and sound judgement.
• Successful experience in multicultural and challenging environments.
• Willingness to work and travel to refugee settings in challenging environments.

Desirable qualities

• Understanding of/and commitment to humanitarian relief work and international humanitarian standards.
• Previous working experience with faith-based organizations is an asset.
• Good understanding of and compatibility with the values of JRS.

Core Values and Ethics

• Commitment to JRS’s mission, vision, and values; the ability to convey with enthusiasm JRS’s role in accompanying and serving forcibly displaced people and to advocate for their right to protection and a life in dignity.
• High integrity, honesty, and confidentiality; ability to deal tactfully and discreetly with people, situations, and information.
• Acceptance of diversity and inclusion as a core value.