Junior Officer, Human Resources at Concern Worldwide

Job Description

The incumbent will be responsible for general HR administrative support together with processing monthly national payroll. Includes undertaking a range of administrative duties, following processes and managing HR data & systems to ensure accuracy at all times.

Recruitment/Induction/Orientation/On-Boarding

1. Preparing longlisting matrix for submission to hiring manager
2. Scheduling of interviews including contacting candidates, booking venues etc.
3. Identifying and notifying the interview panel of time and date of interview
4. Coordinating collation of practical tests and interview questions and interview reports from interview panelists
5. Assisting in conducting interviews for support positions
6. Reference checking and providing interview feedback to unsuccessful candidates
7. Organizing pre/post-employment medical check-ups for staff
8. Liaison with ICT for creation of new ICT users and disablement of leavers
9. Scheduling and conducting induction/orientation for new staff with other departments
10. Assisting new staff in appropriately completing induction forms, creating and maintaining hard and soft files for new staff

HR Administrative Roles:

1. Timely submission of complete & correct medical, life, WIBA and AMREF cover memberships forms (where applicable) for new staff and termination of the same appropriately at exit
2. Issuing and retrieving IDs and smart cards to staff
3. Maintaining files for staff medical, life, WIBA and AMREF covers
4. Maintaining leave/TOIL records
5. Archiving staff records six (6) months after end of employment
6. Tracking and updating on supplies requests and other HR related requests
7. Facilitating timely approval, receipt and payments for HR services
8. Dispatching and ensuring receipt of all staff documents while maintaining relevant records

Benefits Administration:

1. Processing national payroll and all statutory payments
2. Administration of staff welfare, insurance (medical, personal accident and life) and pension scheme benefits

Contracts Management and Staff Separation

1. Issue contracts to new staff and process contract extensions, monitor contract expiry dates and notify Line Manager and HODs for further direction
2. Coordinate probation reviews and confirmation and report to the Manager on PIP actions.
3. Advise and facilitate staff in the clearance process including preparing final payments and terminal benefits

Data Analytics

1. Collating of HR data, storage and retrieval, keeping the staff database up to date
2. Data organization in HR Master/Paymaster, spreadsheets and other forms
3. Data cleaning to ensure there is no duplication or error and incompleteness

Policies, Procedures & Best Practices

1. Ensure staff are aware and understand their terms and conditions of service and any changes that may be applicable
2. Contribute to the review, dissemination and implementation of HR and administration policies and procedures
3. Monitoring for compliance with employment law, policies and procedures

**Others:**

1. Reporting grievances and complaints to Line Manager for further action
2. Scheduling HR related activities and initiatives e.g. staff meetings/briefs, learning forums e.g. brown bags, staff support visits etc.

Responding to Emergencies:

1. Participating and contributing towards Concern’s emergency response, as and when necessary
2. Complying with Concern’s health, safety and security guidelines during emergencies

Concern Code of Conduct and Associated Policies:

1. Adhering to the standards of conduct outlined in the Concern Code of Conduct & Associated Policies
2. Supporting and promoting the standards outlined in the Code of Conduct & Associated Policies to the team, partner organisations and beneficiaries, and being committed to providing a safe working environment

Accountability

In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

1. actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
2. work with relevant colleagues to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
3. work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Education, Qualifications & Experience Required

1. Bachelors’ degree in Human Resources Management, Administration, Business Management or relevant field.
2. At least two (2) year working experience. Previous experience in an international NGO is an added advantage.
3. Excellent coordination, interpersonal and communication, skills
4. Attention to detail, confidentiality, integrity and ability to handle sensitive situations and a team player **
5. Excellent writing and oral skills in English and Kiswahili.