KE-Senior HR Officer- Protocol, Visa & Exempt at Church World Service

Essential Duties

Visa & Exemption Permits

• In consultation with the HR Manager and the Finance Coordinator, lodge applications for exemption permit, special pass, and dependent passes for incoming CWS officials at the relevant Government department
• In coordination with Logistics and property officers, Develop and maintain SOPs for incoming expatriate staff protocols.
• Ensure that information for all applications to the authorities is accurate and properly documented before presenting for signature to the legal representative or designate.
• Manage IPMIS HR related application processes including staff management, identification cards processing and dependent management
• Follow up closely with the Ministry of Foreign Affairs on processing of the applications.
• Ensure that all the documents, passports, and resident passes, successfully processed and received from Government departments are distributed to the relevant staff.
• Anticipate and deal with any problem that might delay the process in consultation with the HR Supervisor and Finance Coordinator.
• Ensure the correct legal status of CWS Officials and their families at all times.
• Ensure that proper documentation and procedure is followed at the end of duty.
• Maintain a notification system for work permits, visas and ID renewals and liaises with the individuals and their supervisors.
• Maintain a thorough understanding of Ministry of Foreign Affairs requirements for work permit and identity card processing/cancellation for international staff.
• Attend any relevant meeting(s) as may be deemed necessary.
• Perform other duties that may be assigned to ensure effective administration of CWS Africa Human Resources section so as to meet the program’s objectives and maintain high professional standards .

Protocol

• Collaborate with and maintain good external working relationship with counterparts, Government

officers & authorities including Ministry of Foreign Affairs.

• Provide accurate information and timely updates on circulars and official information relating to

Work Permit Exemption Process received from Government officials

• Systematic and professional delivery of services to all stake holders
• Perform other related duties and tasks as assigned

Compliance

• Ensure that work permit exemption process is completed in a consistent manner and in accordance with CWS guidelines and procedures and the immigration laws of the Republic of Kenya
• KRA compliance for international staff and ensure KRA returns are filed within the stipulated timeline.

Reporting and Analysis

• Submit weekly/ monthly /period compliance reports as may be required
• In consultation with HR Manager and the Finance Coordinator update and submit the Weekly, Quarterly, and annual reports on immigration status of CWS.
• Maintain all documentation pertaining to Work Permit Exemption Process
• Maintain confidentiality of all sensitive HR/ Work Permit Exemption Process and other CWS RSC Africa pertinent information

Experience

Qualifications:

• Five (5) years of paid work experience required.
• Two (2) years’ work experience in a HR position in a busy HR office is Preferred.
• Three (3) years’ work experience in HR & Admin scope (VISA and Work Permit) is a must
• Previous experience working with an International NGO, MFA strongly desired.

Skills

• Highly collaborative.
• Excellent oral and written communication skills as well as time management skills
• Skilled at analysing processes and translating them into automated solutions.
• Committed to exceptional customer service.
• Skilled at multi-tasking and comfortable with ambiguity.
• Skilled at working in a matrix structure.
• Highly proficient in Excel and PowerPoint.
• Skilled at learning new technologies quickly
• Committed to and conform with the organization’s mission.

Education & Certifications

• Bachelor’s Degree is required in Human Resource Management, Business Management, or related field, or four (4) years of additional work experience in lieu of a bachelor’s degree
• Specific HRM Certification preferred
• A member of Human Resource Management preferred