Junior Officer Human Resources (Maternity Cover) at Concern Worldwide

Job Summary:

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.

Main Duties and Responsibilities

Recruitment/Induction/Orientation/On-Boarding:

• Preparing longlisting matrix for submission to hiring manager.
• Scheduling of interviews including contacting candidates, booking venues etc.
• Identifying and notifying the interview panel of time and date of interview.
• Coordinating collation of practical tests and oral interview questions from hiring manager.
• Preparing and issuing paperwork to the interview panel in advance of the interview.
• Assisting in conducting interviews for support positions.
• Collating interview reports.
• Providing interview feedback to unsuccessful candidates.
• Reference checking for new recruits.
• Organizing pre/post-employment medical check-ups for staff.
• Liaison with ICT for creation of new ICT users and disablement of leavers.
• Organising & scheduling induction/orientation for new staff with other departments.
• Induction/orientation of new staff as appropriate.
• Updating monthly recruitment reports to share with budget holders.
• Assisting new staff in appropriately completing induction forms.

HR Administrative Roles:

• Maintaining leave/TOIL records.
• Creating and maintaining hard and soft files for new staff.
• Archiving staff records six (6) months after end of employment.
• Archiving unsuccessful interview candidate records after one (1) year.
• Dispatching and ensuring receipt of all staff documents while maintaining relevant records.

Benefits Administration

• Processing national payroll and all statutory payments.
• Timely submission of complete & correct medical, life, WIBA and AMREF cover memberships forms (where applicable) for new staff.
• Issuing and retrieving IDs and smart cards to staff.
• Maintaining files for staff medical, life, WIBA and AMREF covers.
• Administration of staff welfare and pension scheme benefits.

Contracts Management

• Issue contracts to new staff and process contract extensions.
• Coordinate probation reviews and confirmation and report to the Manager on PIP actions.

Staff Separation

• Monitor contract expiry dates and notify Line Manager and HODs for further direction.
• Advise and facilitate staff in the clearance process including preparing final payments and terminal benefits.
• Preparing and dispatching certificates of service for leavers.
• Timely termination of medical, life, WIBA and AMREF covers of staff on exit.

Data Analytics

• Keeping the staff database up to date.
• Collating of HR data, storage and retrieval.
• Collating monthly training reports for all staff.

Policies, Procedures & Best Practices

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

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Participating and contributing towards Concern’s emergency response, as and when necessary
• Take all possible measures to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

• Bachelors’ degree in Human Resources Management, Administration, Business Management or relevant field.
• At least two (2) year working experience. Previous experience in an international NGO is an added advantage.
• Computer skills, including Microsoft Office applications (MS Word, Excel, PowerPoint)

Preference will be given to candidates who possess the following:

• Good computing and report writing skills
• Be able to work independently, as well as in a team
• Be willing to accept responsibility and to show good judgment, initiative, and resourcefulness
• High integrity and demonstrated ability to follow standards and policies
• Ability to work in a systematic and organized manner and to tight deadlines
• Positive attitude and willingness to learn
• Fluent in both spoken and written English and Kiswahili.