Human Resources Officer – National Office at SOS Children's Villages

Position summary:

Reporting to the Senior Human Resource Officer, the Human Resource Officer will provide administrative support to all Human Resource functions to achieve overall implementation of human resource strategies, policies, and procedures. H/She will support on documentation, leave administration, payroll administration, HR Audit, HR Compliance etc. In addition, H/She will support and ensure that all projects comply with established policies and procedures ensuring that organizational objectives are supported and HR policies remain relevant.

Key performance areas and main responsibilities

Contract Management:

• Ensure that all staff have valid contracts and this is captured in staff information register
• Managing general human resource administration processes through renewal of contracts drafting letters for separating staffs, transfer, recommendation, transfers, memos, bank letters, certificate of service and appointment letters, NHIF & NSSF letters etc.
• Ensure all signed contracts have been sent to the locations are received back and filled appropriately
• Follow up on all contracts that are elapsing and support supervisors to ensure Staff Requisition Forms (SRF) are filled and approved
• Prepare internship and volunteer contracts ensuring all supporting documents have been availed before contracting
• Ensure all documents leaving to the locations are keyed in the register for accountability

HR Records:

• Ensure all staff files have the required documentations for all new hires and ongoing staff and are up to date as per the checklist
• Regularly update the staff information register incorporating the joiners, leavers and change of work stations
• Ensure accurate filing of all staff related correspondence

HR Audit and Compliance:

• Ensure that all files are audit ready by conducting spot checks
• Ensure that all issues raised by the auditor are addressed in a timely manner
• Ensure timesheets are submitted in a timely manner and forwarded to the finance and Grants Officer in compliance with the internal and external guidelines

Employee Relations:

• Ensure internal memo or relevant news to be disseminated widely, timely and effectively through different communication channels (e-mail, telephone, etc.) within the company are done.

Leave Management:

• Monitor all staff leaves and ensure the filing of appropriate documentation
• Ensure staff understand how to file for leave and proper handover is done for the days not applied for

Required Qualifications/Abilities

• Bachelor’s Degree in Human Resource Management from a recognized institution
• Must be a member of the Institute of Human Resources Management (IHRM) Kenya and
• in good standing
• Minimum three (3) years’ experience in general HR management in a similar role in the NGO
• Must have completed or is in Level 3 of CHRP
• Familiarity with Kenya Employment Act and other labor related laws/Acts
• Strong interpersonal skills and the ability to communicate clearly both verbally and in writing, coupled with the professional credibility required to influence and motivate others to achieve results
• Demonstrate high integrity and maintained of strict confidentiality
• Proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint) and ability to use the internet to obtain data and reference materials.
• Proven ability to plan, organize and prioritize work, together with the ability to remain calm under pressure often in difficult circumstances and not lose sight of operational priorities.
• Competence in numeracy is essential.
• Fluency in written and spoken English is essential
• Customer centric attitude with strong process management skills
• Analytical - synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.
• Able to work under pressure, with strong organizational, planning, prioritization and execution skills and the ability take accountability for results and achievement of objectives.
• Enthusiastic, decisive, pragmatic and dynamic hands-on individual with a sense of urgency, attention to detail, thoroughness and unquestionable integrity