Human Resource Assistant - Dadaab Project at CARE

• Reporting to the Humanitarian and Refugee Program Manager at the Dadaab Sub Office, and matrix reporting to the HR Manager, the HR Officer will participate in recruitment and placement, assist in monitoring performance management, implementation of HR policies and procedures, investigations related to Sexual Exploitation and abuse, awareness and learning sessions to disseminate CARE policies, preparing leave and Personal Activity reports on a monthly basis and submitting them to the HR Manager for action. He/she will strengthen the grievance handling mechanisms by building capacity of staff to understand the procedures they should follow

Responsibilities and Tasks

• This section describes the major responsibilities and principal tasks the position is responsible for. Listing the responsibilities in the order of importance and stating the estimated percentage of time the employee should spend on each responsibility during a typical year.
• Participate in the recruitment, placement and separation process of National Staff in line with the CARE Procedures
• Assist sector heads in preparing Employee Request form and submitting approved Employment Requests to HR Nairobi office for appropriate action
• Support in the preparation of Job Adverts and uploading/posting them in the relevant media (local notice board, online platforms etc)
• Support in the recruitment process in liaison with Sector heads and prepare hiring updates and forward to HRM
• Communicate in advance to the receiving sectors/offices about the arrival of new employees and liaise with Administration unit for accommodation and confirm staff booking for travel to Dadaab.
• Receive all new staff and interns and support them to complete all HR forms and issue them with Identification cards.
• Prepare the orientation program and ensure new staffs have completed the process.
• Monitor probation periods of staff and do reminders to sectors and ensure confirmation forms are submitted on time.
• Receive resignation letters from staff and submit to Nairobi office immediately, and advise staff on the clearing process.
• Prepare a certificate of service for separating staff after clearance.

In liaison with the HR Manager, monitor the Performance Management process

• Ensure Staff prepare their Individual performance goals and submit to HR office at the beginning of each FY.
• Assist to ensure that the Annual Performance Appraisal is done correctly and that feedback is received on time from all sectors, analyzed and appropriate action taken before the documents are sent to HR Nairobi for final action.
• Advice and support staff and supervisors on performance management process.

Implentation of HR policies and procedures

• Assist with the effective implementation of the internal control and function of the HR Management systems.
• Interpret HR policies and regulations and advice Sector leads and staff on their applications, taking into account their particular needs.
• Contribute to the process of reviewing CARE Kenya policies by documenting areas identified for revising, and discussing them with supervisor for way forward.
• Act as the focal point for the program on the administration of complaints/grievance and disciplinary matter and processes

Conduct recruitment and selection process for refugee

• Receive RCW's vacancy announcements from sectors, verify them and sign and update them in the RCW tracking tool.
• Take lead in the shortlist process in liaison with the sector heads, conduct interviews and Prepare the interview minutes of RCW's and ensure their accuracy.

Preparation of Leave and Personal Activity Reports(PARs)

• Educate staff on utilization of their leaves including study, maternity, sick, compassionate and paternity.
• Coordinating completion of the Personal Activity Reports (PAR) and ensuring their accuracy and correctness as relates to hours worked, holiday, leaves, PN and FC.
• Preparing monthly leave status reports and submitting to HR Manager.
• Handle leave queries from staff and sectors appropriately
• Educate staff on utilization of their leaves including study, maternity, sick, compassionate and paternity.
• Coordinating completion of the Personal Activity Reports (PAR) and ensuring their accuracy and correctness as relates to hours worked, holiday, leaves, PN and FC.
• Preparing monthly leave status reports and submitting to HR Manager.
• Handle leave queries from staff and sectors appropriately

Preparation of Monthly HR Reports

• Prepare incentive payroll list and advising Humanitarian and Refugee Assistance program manager on required changes and innovations.
• Monitoring and analyzing employee retention, turnover and absenteeism rates and preparing reports for discussion with the HR team.
• Updating of the staff movement folder in the shared HR folder with changes taking place on continuing basis.
• Prepare and update monthly staff contact lists ensuring new staff are included and separating staff deleted from the list and Submit to HR Nairobi office as required.
• Prepare daily staff headcount report using information from staff movement, road convoy, flight manifest and staff headcounts.

Responsibility Seven:: Medical cover focal point at RAP

• Liaise with HR focal point in Nairobi to ensure staff and their dependents receive their medical cards.
• Check records submitted by new employees for self and dependents to ensure they are correct as per CARE HR manual provisions for medical cover.
• Check medical claims forms and receipts submitted for reimbursement and forward them to the Focal point person in Nairobi HR Office

Qualifications (Know How)

• Indicate the minimum required level of education, experience, and skills necessary to qualify for the position and fulfill the organization’s expectations for job performance. Also include the education, experience, and skills desired for the position.

Education/Training

• E.g. high school diploma; college degree (specify major/minor); specialty (ex. Accounting). Include the following phrase when possible: “or equivalent combination of education and work experience.”

Required

Desired

• Bachelors Degree in Human Resources or any other relevant social sciences.
• IHRM Associate Member

Desired

• Bachelors Degree in Human Resources or any other relevant social sciences.
• IHRM Associate Member
• Bachelors Degree in Human Resources.
• Diploma in Human Resources Management from a recognized Institution.
• Certified Human Resource Professional (CHRP)

Experience/Technical skills

• Number of months/ years of previous professional experience in a similar position. Examples: languages; planning; budgeting; word-processing, basic accounting; advanced written communications; presentations; fundraising; training/facilitation, etc.

Required

Desired

• At least 2 years of relevant HR experience working with Non Governmental Organizations
• IHRM Associate Member
• Good computer literacy in Microsoft packages
• Good Communication skills.

Desired

• At least 2 years of relevant HR experience working with Non Governmental Organizations
• IHRM Associate Member
• Good computer literacy in Microsoft packages
• Good Communication skills.
• At least 2 years of working experience in a similar role within the humanitarian context.
• Good Communication skills.
• Detail oriented.

Core Competencies

• Please indicate at what proficiency level you expect this role to demonstrate each Core Competency. This may be used in performance conversations and as a guide for staff development. You can find detailed descriptions of each Competency and
• Proficiency Levels HERE.

RELATIONSHIP BUILDING

• Develops internal and external trusting & professional relationships. Purposefully develops networks to build value through collaboration.

INCLUSION

• Contributes to an environment where all employees feel a sense of belonging, valued for their differences, and empowered to participate and contribute freely.

DYNAMIC LEARNING MINDSET

• Continuously seeks opportunities to learn, questions past approaches in the current environment, owns growth and learns from failure.

DELIVERING RESULTS

• Invests time in planning to achieve goals while meeting quality standards & demonstrating commitment.

COMMUNICATION

• Effectively and appropriately interacts with others to build relationships, influence, and share ideas. Uses tact, diplomacy & cross-cultural sensitivity to navigate difficult situations.

Leadership Competencies

• If this role is expected to manage direct reports, please indicate at what proficiency level you expect this role to demonstrate each Leadership Competency. This may be used in performance conversations and as a guide for staff development. You can find detailed descriptions of each Competency and Proficiency Levels HERE.

Strategic Leadership & Execution

• Applies vision to think beyond the immediate situation. Invests time in planning, discovery, and reflection. Ensures business goals are met by executing, monitoring, & adjusting.

People Leadership

• Inspires, motivates, & empowers people to achieve organizational goals. Coaches, mentors, and manages employee experience, and employee performance. Creates space for others to lead.

Functional Competencies

• Choose the top Functional Competencies from CARE’s Competency Library that this role must demonstrate to create the desired impact. There are many competencies that will fit the role, however, please think about the most essential skills needed for this employee to succeed in their role.
• This may be used in performance conversations and as a guide for staff development. You can find various job-specific Functional Competency Libraries HERE. If you are unable to find a specific Competency that you consider essential, please contact HR.