Human Resource for Health (HRH) Associate at Amref Kenya

JOB PURPOSE

The HRH Associate provides administrative support across all HR functions to ensure effective personnel management for the health systems strengthening project. The HRH Associate will report to the Technical Lead - Health Systems Strengthening and will work closely with the Turkana County Department of Health and USAID Imarisha Jamii contracted Health Workers, as well as other project stakeholders.

DUTIES AND RESPONSIBILITIES
Support HR Function in UIJ

• Undertaking HRH roles as directed; drafting letters and documents; collecting and analysing information; initiating telecommunication.
• Support HRH by planning and scheduling meetings, conferences, teleconferences, and travel.
• Manage correspondence with stakeholders, partners and team members.
• Ensure the Proper leave Management, Timesheet Management and record keeping for contracted Health workers.
• Follow up on resolutions and actions from HR Team related Meetings (local and Donor).
• Screening communication from the County or contracted Health Workers to UIJ and directing inquiries.
• Protect operations by keeping information confidential.
• Complete projects by assigning duties to support staff and following up on results.
• Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Plan and Implement staff performance appraisal by closely working with the County Department of Health.

Payroll Administration

• Prepare and ensure all contracts are issued on time, fully signed and copies submitted to Finance.
• Ensure all statutory and supporting documentation is received and filed.
• Prepare HRH updates as requested from time to time.
• Update changes on the ERP system.

Contract Management

• Receive recruitment requisitions.
• Prepare short term contracts & disseminate for signatures.
• Ensure contracts are filed and a copy provided to Finance and staff member.

Induction Management

• Develop induction programmes for new employees and send to relevant officers.
• Organize meeting rooms for carrying out the inductions.
• Collect employment forms from new members.
• Collate bios, photos, draft staff announcement and upload on intranet.
• Ensure staff are settled in designated duty station.
• Organize for transport and meals for inductees by coordinating with respective administrative assistants.

Internship Management

• Make quarterly announcements on new intake to Programme Managers.
• Receive requests for hires from technical leads and escalate to the Technical Lead-Health
• Systems strengthening for approval.
• Send ToRs to Communications for posting on website.
• Access database and retrieve applications as per requests.
• Share applications with Managers and select suitable interns.
• Invite Interns to start or for interviews where applicable
• Draft contracts for successful interns, induct and settle in duty stations.
• Draft recommendation letters at the end of internship period.

Administration

• Plan and organize HR meetings.
• Customer Service - Interface with HR visitors and clients.
• Requisition stationery for the department.

Recruitment

• Recruitment and selection process, long listing and participating in interviews for short term staff.
• Prepare contract and update online HR system.

Handle Immigration Issues

• Collate documentation and lodge online application for work permits, dependants and special passes

EDUCATION, EXPERIENCE AND ABILITIES

Education and Experience

• Diploma in Human Resources Management.
• Minimum of One (1) year experience in a fast-paced environment.

Knowledge, Skills and Competencies

• Proficiency in ICT including HRMIS, ERP;
• Detailed understanding, knowledge and experience of HR functions;
• Basic counselling skills;
• Problem solving skills;
• Team building skills; and
• Excellent interpersonal skills;
• Remarkable communication skills, both oral and written;
• Analytical skills
• Ability to maintain confidentiality;
• Tact and discretion when dealing with people;
• Good planning and organizational skills;
• Ability to multi-task;
• Excellent listening ability and patience in dealing with employees;
• Critical thinking;
• Problem solving;
• Empathy;
• Teamwork;
• Results focus; and
• Emotional intelligence.