People & Culture Advisor at Inkomoko

ENHANCE THE PEOPLE & CULTURE SERVICE DELIVERY

Policy compliance (30% TIME)

• Keep updated with changes in the employment act and legislations and proactively propose changes to policy and procedures to improve the efficiency of the P&C department 
• Update the supervisors, in a timely manner, the end of probation, contracts, end of PIP before the they end for proper preparation
• Manage the separation process; this includes paperwork and follow-up P&C actions, in collaboration with the P&C Manager, schedule exit Interviews and gather exit data.
• Ensure that all staff have legally/policy required documents on file

Employee relations & welfare (20% TIME)

• Work with the regional P&C team to report and arbitrate employee relation issues
• Maintain checklist and calendar of P&C department and also coordinate all events in collaboration with the Administration team
• Ensure employees have necessary tools and facilities to perform their jobs properly
• Follow up on all staff medical insurance matters – ensure that we replace staff who have left with new staff for compliance with the medical insurance policy and also prepare payment requests for new staff to be incorporated in the medical insurance scheme
• Support in following up performance appraisals of employees in Kenya.

SYSTEMS & EMPLOYEE BIO-DATA MANAGEMENT (30% TIME)

• Coordinate all P&C Administration and Operational activities that include but not limited to staff bio-data management, employee welfare/medical insurance, contract handling etc).
• Maintain complete and comprehensive  electronic records of employees’ files
• Ensure data records in the People Management system are up-to-date and secure (e.g personal information, leave management etc.)
• Responsible for reporting on P&C operations/demographics, develop and manage the P&C reporting tools to measure the value add of P&C operations to the organization.
• Ensure that all new hires and leavers’ information is updated in the system in a timely manner, updates made to all social platforms (eg SLACK) to inform all staff about the employee changes.

ADMINISTRATIVE DOCUMENTS & PAYROLL PROCESSING (20% TIME)

• Support with all P&C operation requests and transactions, such as: personal data, pay data, and position data changes and employment contracts information.
• Make sure that all new staff have relevant administrative documents, Tin certificates, Medical insurance supporting documents etc.
• Support with all relevant preparation of  payment requests for the P&C department. 
• Collect, enter and monitor payroll data, Initiate the monthly Kenya payroll and submit to the People & Culture Manager and finance team for review and approval.
• Issue pay slips to all staff in Kenya on a monthly basis.

Requirements

CANDIDATE QUALIFICATIONS

The P&C Advisor will embody our organizational culture and mission to support entrepreneurs and refugees.  Our work environment is fast-paced, positive, solutions-oriented, and we have very high standards.  

Qualifications include: 

• Bachelor’s degree in HR, Management, Business Admin, Psychology or any other relevant field.
• 6+ years experience in a related field
• Strong professional writing and organizational skills.
• Exceptional usage of email, Google docs, Word, etc. 
• Experience with administrative tasks – filing, copying, letter writing, etc.
• Exceptional attention to detail.
• Absolute confidentiality and discretion is required of this sensitive position.
• Understanding of Kenyan labor law .
• Fluent in written and spoken English.