Human Resources Officer (MATL Cover) at British High Commission Nairobi

Main purpose of job:

Reporting to the Senior Human Resources Officer, the Human Resources Officer (HRO) will provide HR administrative support to all Country Based Staff (CBS). The incumbent will offer support in the preparation of staff pay and benefits, maintain accurate staff records and preparation of regular HR reports.

Roles and responsibilities / what will the jobholder be expected to achieve?:

Compensation and Benefits:

• Liaise with the medical services provider  in the administration of medical insurance services(medical and WIBA)  for Country Based Staff (CBS)  -
• Processing of medical and WIBA invoices and seeking approval from the necessary authority where need be and in a timely manner.
• Perform HR payroll functions – Act as a HR Point of contact for any payroll changes, collating payroll inputs on a monthly basis and share with the Finance team for implementation in the payroll, liaise with stakeholders for any payroll queries. Ensure that the payroll inputs are well documented and submitted as per set deadline.
• Provide coordination and secretarial support to the various committees i.e. Learning &Development Committee, People Committee, Health and Safety Committee, BHC Awards Committee among others.
• Provide support to  UKB staff on pay related issues - such as starting and stopping of overseas allowances, travel package queries, starting and stopping partner compensation allowance by liaising with Central HR and communicating to the affected staff on time.

Administrative tasks:

• Recruitment– l iaise with the Hiring Managers in collaboration with the Regional Recruitment Hub for positions being recruited; provide effective and timely support on recruitment until the on boarding process is complete. Share information with Hiring/Line Managers giving details on a step by step process of what to expect while on boarding new members of staff.
• Obtain data from Helpdesk and assist to track new staff arrivals and departures for FCDO to aid in updating the headcount report. Liaise with the Regional HR Hub to ensure changes in CBS contractual circumstances are implemented on time.
• Maintenance of updated employee files (online/physical files), commission regular file audit and updating of all Country Based Staff HR records
•  Country Based Staff contracts - Liaise with HR Hub and Line Managers in tracking contract end dates (Fixed term contracts, Temporary Promotions, International Assignments among others)
• Prepare monthly staff information reports including staff lists, bi-monthly headcount report for presentation upon request.
• Prepare Country Based Staff records and share with the Pay and Benefits team in Pretoria.
• Ensure timely processing of Legal invoices
• Training Budget; ensure timely processing of training invoices by concerned individuals, teams/departments. Support Senior HRO in updating of the training budget forecast on a monthly basis.
• Facilitate exit and off boarding for staff within the policy provisions.
• Ensure Country Based Staff records are promptly updated and all staff movements are up to date at all times. Review the structure vs current report on a monthly basis to ensure data integrity and changes are made appropriately.
• Coordination of effective induction process for all new staff by ensuring induction pack is updated and uploaded on Microsoft Teams site and conducting induction sessions as scheduled by Helpdesk. Ensure that new hires can access Induction link upon joinin g.

Essential qualifications, skills and experience  

• Member of IHRM;
• Holder of Higher Diploma in HR. A degree holder in social sciences is an added advantage Human Resources Management or equivalent;
• At least 3 years’ experience as a HR generalist
• Desirable qualifications, skills and experience  
• Excellent Administration skills;
• Excellent IT skills (a working knowledge of Microsoft Excel, PowerPoint and Word is essential);
• Good oral and written communication skills, attention to detail and initiative;
• Strong interpersonal skills, including discretion and an ability to maintain confidentiality.

Application deadline: 26 January 2023