Human Resource/Administration Officer at Gold Star Kenya

Position Summary:

The Human Resources/Admin Officer shall be responsible for the implementation of human resources processes in support of the achievement of the organization’s objectives. S/he will provide support to Human Resources functional areas including recruitment, employee relations, performance management, benefits administration, compensation, HRIS, Learning and development, separation processes, and administration.

Essential Job Responsibilities:

Recruitment, development, and people planning:

• Coordinate staffing plans and perform full-cycle recruitment activities for positions in the
• organization portfolio through posting jobs, interviewing, reference checks, and contracting
• processes.
• Ensure maintenance of recruitment best practices within the recruitment cycles and
• continuously review the effectiveness and quality of recruitment policy, procedures and
• strategies.
• Work with the senior management team and senior staff on new staff retention strategies and initiatives.
• Ensure proper on boarding process.
• Ensure oversight and consistency in position titles and grades, across all field locations.

Human Resources Policies and Support:

• Support in the implementation of developed HR strategies, policies, and procedures that guide the management of employees to govern the management of human capital.
• Assist in the implementation of HR policies and procedures and advice on employee issues related to routine personnel administration activities including employee attendance,
• discipline, leave, probationary period, insurance scheme.
• Offer support to project directors in administering Human Resource plans within the projects.
• Performance, well-being, and compensations & benefits:
• Coordinate staff onboarding and exit plan processes.
• Proactively respond to and manage performance counseling, employee grievances and
• disciplinary issues as required, with a focus on building manager competency and ensuring
• that documentation is kept.
• Lead the performance management process.
• Act as an impartial mediator in disciplinary procedures and ensure it is administered in an
• equitable and fair manner and meets all legal and labour regulations and requirements
• Lead people well-being initiatives.
• Define and review salary structure in partnership with the Senior Management team and
• coordinate annual compensation review process and compensation adjustments.
• Manage employee benefits such as medical, GPA, and provident funds.
• Coordinate relevant statutory payments processing of the staff payroll.

Talent Management:

• Ensure that the business is proactive in the interactions with staff, by ensuring the staff is well equipped to perform their duties.
• Champion performance management process in the organization.
• Planning, organizing, reviewing, and directing a wide range of training and development activities, in response to the organization’s plan.
• Consult with line management regarding available performance improvement programs,
• conducting orientation sessions and arranging for on-the-job training for new employees and those allocated new responsibilities.

Staff Records:

• Manage staff files and records and ensuring all required documents are submitted accordingly.
• Manage employment contracts as guided by the organization’s policies and existing national
• legislation.
• Support the organization and project-based audits for HR relevant sections
• Provide oversight and updating of the HRIMs systems and generating routinely required reports.
• Ensure employee files are consistently updated upon hire and conducting monthly monitoring of employee files to verify that relevant on boarding documents, contract documentation, policy
• forms, performance management documents, staff training forms, leave requests, timesheets,
• payslips, etc documents are filed for all staff.
• Leave and timesheet management.

Administration:

• Administer the procurement of goods and services required for the office.
• Manage the filing, storage, and security of the organization’s documents.
• Manage the administrative requirements for the repair and maintenance of office and computer equipment; utilities; official vehicles and other equipment.
• Assist in managing the organization’s facilities, including premises and equipment; fixed assets inventory; insurance; and office renovations when necessary.
• Administer official travel arrangements of staff members, including reservation and issuance of air travel, hotel accommodation, and appropriate daily subsistence allowances.
• Ensure adherence to the organization’s administrative rules and procedures.
• Ensure the organization’s safety and security measures are implemented.
• Develop, update in a timely manner, and implement general administrative procedures of the organization.

Knowledge and Experience:

• Must have a degree in Human Resources Management or Business Administration or related field with at least five years’ experience in a similar position.
• Must have a Professional Certification in Human Resource Management.
• Must be a Member of IHRM Kenya.
• Previous experience in NGOs preferred.
• Be able to manage a large volume of work independently, accurately, and in a timely manner.
• Poses solid communication skills and decision-making capabilities based on analytical skills and critical thought processes.
• Proficiency in MS Office and HR Information Management systems is required.