Human Resource Officer at Adept Systems

Duties and Responsibilities

Human Resource Information Systems

• In close liaison with the ICT staff, assists in the maintenance of the Human Resources sections of both the Internet, culture, and company information, and Intranet sites.
• Oversees the maintenance of up-to-date employee-related databases; both physical and electronic records and compiles and submits authorized HR data as per NEA requirements on an annual basis.
• Oversees the maintenance both of physical and electronic records on leave-annual, sick, and other absences.
• Recommends and maintains human resources databases, computer software systems, and manual filing systems.

Recruitment and Talent Acquisition:

• In close coordination with the Head-Human Resources, assists, oversees, and ensures line managers/business unit heads/ line directors set and hire within the stipulated policies and that all candidates are communicated with on time as per procedures established.
• In close liaison with the line managers, line directors and Head of Human Resources participates in the recruitment process as assigned.
• Interpret and implement recruitment strategies to attract top talent.
• Manage the entire hiring process, including job postings, screening, interviews, and selection.
• Collaborate with department managers to understand job requirements and skill sets for various positions.
• Maintain and manage candidate databases and ensure a smooth on boarding process for new employees.

Employee Relations and communication

• Serve as a point of contact for employee concerns, grievances, and conflicts, ensuring they are addressed promptly and fairly.
• Promote a positive work environment by implementing employee engagement initiatives as appropriate.
• Conduct further investigations when employee complaints or concerns are brought forth.
• Mediates disputes and management disciplinary procedures in line with company policies.
• Advises and supports line managers/business unit heads to manage employee relations issues, using HR policies and procedures and employment laws.
• Coordinates and assists in the resolution of specific policy-related and procedural problems inquiries.
• Oversees and assists with employee communication and feedback through such avenues as office meetings, suggestion programs, employee satisfaction surveys, newsletters, and one-on-one meetings.
• Helps monitor the organization's culture so that it supports the attainment of goals and promotes employee satisfaction.
• Assists with the office-wide committees including the wellness, learning, environmental health, safety, discipline, and communications committees and as will be communicated.

 Performance Management

• Support the implementation of performance review systems and processes through communication, assisting line managers review Job Descriptions, Key Performance Indicators, performance Appraisal Tools, performance development (Improvement) plans (PDPs), and employee development programs.
• Guide managers in setting clear performance goals and objectives for their teams as well as address disciplinary/Poor performance related issues in line with the provisions of the company policy and related laws while ensuring fairness and transparency.
• Monitor and update line managers to ensure that employee performance processes are complied with and returns submitted to HR department correctly and within the set timelines.
• Maintains employee-performance-related records- both physical and electronic.

 HR Policies and Procedures Compliance and Legal Requirements

• Assist in developing and updating HR policies and procedures in line with company objectives and legislative requirements.
• Communicate with HR policies to staff and ensure proper understanding and adherence across the organization.
• Support the development of the employee handbook and ensure it is regularly updated.
• Ensure compliance with labor laws, employment standards, and relevant regulations.
• Keep abreast of changes in labor laws and industry best practices.
• Maintain accurate and up-to-date employee records, ensuring confidentiality and compliance with data protection laws

 Compensation and Benefits

• Participate actively in administering employee compensation, benefits, and incentive programs.
• Assist in salary reviews and benchmarking processes to ensure competitiveness.
• Liaise closely with HR Assistant in charge of payroll to ensure timely and accurate payroll processing in collaboration with the finance department.

 Training and Development

• Identify training and development needs across the organization.
• Coordinate training programs, workshops, and seminars to support employee growth and skill development.
• Track the effectiveness of training initiatives and adjust as necessary.
• Maintain accurate and up-to-date employee training and development records, ensuring confidentiality and compliance with data protection laws.

 HR Reports and Reporting

• Gather, track data and information and report on all the HR-related reporting areas as directed and agreed with the Head of Human Resources.
• Implements related HR decisions arising from the HR reports directed Head-Human Resources
• Prepares and analyses reports that are necessary to carry out the functions of the department and office.
• Prepares and presents periodic reports for human resources on a daily, weekly, Bi-weekly, monthly, and quarterly or, as necessary and/or requested by the respective companies.
• Use HR data and analytics to identify trends and inform decision-making.
• Provide regular HR reports to management, highlighting key issues and opportunities for improvement.

Job Qualifications

• Possession of a Certified Human Resource Professional (CHRP)/ Higher National Diploma in Human Resources Management certification is a Must.
• Bachelor’s degree in human resources, Social Sciences, or equivalent from a recognized university added advantage.
• IHRM membership is a must-have.
• At least Three (3) years of experience managing HR processes in a labour-intensive and Unionisable environment.
• Payroll processing experience
• Minimum two (2) years of hands-on work experience in any HRMIS (MUST have).
• Knowledge and working experience with Kenyan Labour laws.