Human Resources Officer at Jhpiego

Overview

• The Human Resources Officer (HRO) will provide HR support to Jhpiego office for effective delivery of HR services and functions. These includes advising staff on all HR matters in accordance with the HR policies and ensure proper HR records are kept in compliance with Jhpiego policy and with Kenyan labour laws.  The HRO  will be responsible for all the day-to-day provision of HR services for the country office and/or for specific project assignments including; recruitment and onboarding of new staff, HR for new business development, HR Administration, salary and benefits administration, staff learning and development , performance management, employee relations, employee engagement, records management, JEMS administration/HRIS, implementing and HR policies, processes and procedures as per the Employee manual.    

Responsibilities
Performance Management

• Coordinate the performance management processes including probationary period reviews, performance improvement plan (PIP), and annual performance appraisals in liaison with the Sr. HR Manager
• Review staff JDs for clarity of roles and responsibilities
• Assist staff in setting SMART Objectives

HR Administration

• Maintain up to date employee records in both electronic (JEMS, ICIMS and Share point) and hard copy files and ensure the files are complete and all required documentation is maintained in a confidential and secure manner; conduct periodic internal audit/spot checks to ensure compliance.
• Assist to review and update HR policies as per local laws and best practices in the international NGO community.
• Assist in the administration of HR Policies, addressing staff grievances and in handling disciplinary issues.
• In consultation with the Senior Manager, provide answers to staff queries on various HR policies, good practices for effective and motivated staff.
• Process email requisitions for staff and partner staff
• Work with Directorate in updating Jhpiego Kenya organogram(s)
• Update monthly staff communication allowance list and liaise with IT and procurement teams.
• Supervise HR interns.
• Process consultancy agreements and review invoices before approval of payments
• Coordinate staff submission/follow up of the monthly timesheets.
• Assist in drafting staff correspondence e.g. bank letters, visa letters e.t.c
• Review and approve SACCO documents. 

Compensation & Benefits Administration

• Provide day-to-day administration of staff medical benefits.
• Pension management administration & answer queries from staff
• Coordinate leave management on JEMS
• Compile payroll details every month and the changes thereof and liaise with the Sr. HR Manager and Finance office.
• Support salary survey efforts in the HR unit
• Coordinate staff relocations, redeployments and temporary transfers
• Update HELB details and deductions in liaison with Sr. HR Manager, Finance office and HELB offices

Recruitment and New Hire Orientation

• Ensure the documentation of recruitment process is done as per the policy.
• Assist the Sr. HR Manager in the recruitment process including review of job descriptions, advertisements, screening of applications, interview and selection process, reference checks and contracting on assigned positions.
• Responsible for drafting, processing and records of all Interns and Data Entry Clerks/Research Assistants contracts, Consultants etc. and filing of these records.
• Maintain up to date recruitment data bases on the systems/excel.
• Offer orientation to new staff members on various HR functions as appropriate and support the learning process of new employee to ensure adaption and smooth onboarding.
• Conduct sentinel checks for new hires
• Coordinate with Administration department to ensure that new staff/are issued with necessary access cards/keys.
• Manage staff on boarding as assigned by Sr HR Manager
• Conduct follow-ups with new staff to ensure adaptation and identify problem areas.
• Work closely with supervisors to address issues affecting new staff.

Contracts Administration

• Draft consultancy agreements and coordinate all HR processes pertaining to consultants in liaison with Sr. HR Manager
• Draft staff contracts, accordingly, with changes thereof in liaison with Sr. HR Manager.
• Draft HR service contracts, i.e., Medical Insurance, training, pension scheme, GPA/GL/WLBA for Sr. HR Manager processing.
• Follow-up and document staff transitions in liaison with Sr. HR Manager.

Staff engagement/ Employee Relations

• Liaise with Sr. HR Manager to foster and maintain a healthy employee relation environment.
• Counsel staff and supervisors for harmonious work relationships
• Responsible for coordination of staff wellness initiatives and other staff engagement initiatives e.g., welfare association, staff recognition award, staff retreats, team building and meetings, wellness activities, HR initiatives.
• Coordinate staff recognition program, long service awards, staff meetings/retreats, team building activities.
• Coordinate staff separation/exit process.
• Develop policies and encourage staff to have and maintain a career – life healthy lifestyle.

Learning & Development/Knowledge Management

• Knowledge Management - Collect, record and share information for learning purposes and invest in people centred knowledge management activities.
• Use HR data for decision making and for operational efficiency.
• Coordinate learning and development initiatives on site and off site for staff, process reimbursement forms and schedules by DIT
• Support Coordination and sensitization of GHR training opportunities within JLearn or other platforms
• Conduct training needs analysis under guidance from Sr. HR Manager
• Conduct actual staff training as may be required.
• Train new supervisors/managers to supervisory/management roles
• Develop and coordinate a mentorship and coaching program for supervisors.
• Coordinate membership process, renewals and training activities with FKE and other institutions
• Drive staff towards a common and shared vision and mission
• Assume other responsibilities as assigned.

NOTE:  All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:

• Model the mission and values stated above.
• participate in the business development processes.
• contribute to the knowledge sharing and transfer process.
• make responsible decisions that result in time and cost containment and clear accountability.
• participate in multiple teams, adopt team spirit, take responsibility for action items assigned and provide feedback as needed.
• multitask, be able to manage competing priorities and be able to prioritize in order to meet program and/or organizational objectives.

Required Qualifications

• Bachelor’s degree preferably in the field of Human Resources Management
• Must have Post Graduate Diploma in Human Resources Management
• Must have an IHRM practicing certificate.
• Minimum 4-5 years relevant experience
• Experience in managing HR functions in an international organization

Preferred Qualifications

• Knowledge: (functional or technical, i.e. federal legislation, finance, program planning, public healthcare standards, proposal writing, human resources practices, etc.)
• Knowledge of HR theories and good HR practice
• In depth knowledge of the Kenyan labour laws
• Good computer skills particularly use of Human Resources Information Systems
• Computer skills including demonstrated hands on-experience with MS Word, MS Power Point, and MS Excel
• Proficiency in both written and spoken English and Kiswahili.

Abilities/Skills:

• Be self-motivated, proactive and have a positive attitude to work requiring minimum supervision.
• Attention to detail and accuracy in data management, analysis, and reporting.
• Ability to communicate effectively, instilling trust and confidence.
• Excellent organizational skills including the ability to handle a variety of assignments sometimes under pressure of deadlines.
• Be cooperative, hardworking, flexible & dependable.
• Pleasant, warm and outgoing personality.
• Excellent interpersonal and communication (oral and written) skills.
• Be of high integrity and have a sense of confidentiality.
• Be willing to take on extra responsibilities in order to achieve the goals/objectives set by the organization.