HR Manager at DAI Kenya - Development Alternatives, Inc.

Responsibilities and duties

Human Resources Management

• Coordinate new hires joining date and lead the onboarding process with the hiring unit and operations team to ensure a smooth integration, finalizing the first-day agenda, and arranging necessary office equipment.
• Prepare the new employee file with all the necessary documentation in accordance with DAI policy and ensure all documentation is stored appropriately in TAMIS and in Sharepoint.
• Ensure employees are using TAMIS to request leave and work with the accounting team to track leave.
• Establish a calendar and process for completing annual and probationary employee performance evaluations. Train supervisors charged with conducting evaluations of staff members in their units and monitor compliance with the process. Track and notify managers when annual appraisals are due – managing any resulting staffing change requests and contract amendments including any promotion and/or annual salary increase recommendations – and ensuring that policies and procedures are followed according to the Personnel sections of the ATI Field Operations Manual (FOM).
• Maintain a tracker of project-wide staff contract executions, modifications, and terminations, coordinating closely with the Operations Manager and HR Officer to ensure documentation is complete.
• The HR Manager will be responsible for the completion of all contractual documentation, documenting on SharePoint and in TAMIS Pro per standard DAI guidance.
• Establish and maintain a complete set of Organizational Charts; update and distribute them regularly to key staff within the Project.
• Ensure employee subscription for health insurance.
• Ensure that accounting has all necessary information for employee payroll and that timesheets are being completed correctly.
• Assist staff to abide by the DAI employee policies and ethics.
• Advise and assist teams with the development and execution of a performance improvement plan (PIP) for employees as needed
• Coordinate with the home office team, project leadership, and local attorneys, as needed, to determine an appropriate course of action on any labor-law related matters that arise
• Manage all steps and paperwork involved in the exit process for departing staff.
• Supervise (whether directly or via matrix supervision) and provide training and development for other HR support staff on the project, including but not limited to the HR Officer and HR and Administrative Assistant
• Conduct periodic reviews of staff salaries across ATI’s offices, positions, and grade levels to ensure salary equity and, as needed, coordinate with the home office team to request salary revisions to maintain equity
• Maintain tracker and files regarding work permit status of staff, as needed, to ensure compliance with local labor law
• Coordinate with ATI leadership to develop and/or identify professional development and training opportunities for staff
• Advise project management and staff on HR-related issues and conflicts
• Any other duties as assigned.

Recruitment

• Manage the recruitment and selection process based on the project’s HR needs. Support country office recruitment efforts, ensuring that ATI’s recruitment process is consistently followed. Hands-on assistance may include advertising positions, scheduling interviews, sourcing candidates, adapting interview questions, serving as “recruitment coordinator” for assigned positions, conducting reference checks, verifying work permit status, and negotiating salary offers.
• Participate in job interviews and make hiring recommendations, communicate recruitment policies with the hiring manager to ensure the effectiveness of selection techniques and recruitment programs, ensure a transparent and bias-free recruitment process. Work with senior leadership to determine the terms of employment (type of contract, salary, and benefits) and negotiate the final agreement with the successful candidates.
• Work with supervisors to develop job descriptions, scopes of work/terms of reference, and job qualifications.
• Maintain the database of recruitment files.

Qualifications

• Bachelor’s Degree in Human Resources, Business Administration or other relevant degree
• 9+ years of progressive human resources experience, preferably with USAID programs
• Familiarity with USAID rules and regulations regarding human resources, compensation, and recruitment is required.
• Experience supervising staff
• Ability to identify time-sensitive demands & inquiries and respond effectively
• Demonstrated knowledge of internal controls and audit processes
• Demonstrated report writing skills in English is required.
• An articulate individual who possesses excellent communications and personnel management skills, strong operational focus, ability to work in a fast-paced environment and who can relate to people at all levels of an organization
• Ability to handle with discretion and sensitivity, and advise others, on sensitive personnel matters
• Previous experience with DAI policies, procedures, and systems (TAMIS, etc.) is preferred