People & Culture (Human Resource) Business Partner at World Vision Kenya

Job Description:

The purpose of the role is to provide technical and operational support and coordination of general P&C business processes, policies, procedures and key initiatives.  The P&C Business Partner will work in conjunction with the Senior People & Culture (P&C) Manager and all stakeholders, to further P&C operations and objectives in key functional areas including talent planning and acquisition, onboarding and induction, learning & development, performance management, employee relations, general technical expertise and advisory, in order to contribute to measurable improvement of the well-being of vulnerable children and communities in Kenya, in line with the Organizational and People & Culture strategic goals and objectives.

Employee Contract Management

• Monitor contract expiry dates including grant periods, and proactively engage line managers to ensure timely decisions and actions on contract renewals, extensions, or separations in line with funding and organizational requirements.
• Coordinate the preparation, issuance, renewal, and non-renewal of employment contracts and related employee documentation in accordance with organizational policies.
• Maintain accurate contract records and ensure timely processing of contractual changes resulting from promotions, transfers, salary reviews, or organizational restructuring.
• Liaise with the P&C Coordinator for any compensation and benefits changes that affect the payroll on a monthly basis
• Identify and mitigate contractual and employment-related risks through effective contract administration and compliance monitoring.

Staff Engagement and Staff Well-being

• Plan and coordinate staff well-being initiatives in conjunction with the field teams
• Provide timely information, diligent support and adequate guidance to staff and managers on policies and procedures in order to ensure good working environment.
• Collaborate with Security Advisor and line managers to facilitate staffs’ awareness and adherence to set security standards and protocols, and implement initiatives to maintain safety at the workplace.
• Work in conjunction with the P&C team and line management to develop and facilitate the implementation of (annual) Staff Care and Wellness program(s)/plan.

Learning and Development 

• Support the Senior P&C Manager in the consolidation and implementation of annual staff training and development plan for WVK.
• Ensure the training and development policy is duly adhered to and staff are properly guided and kept informed about both the opportunities and responsibilities.
• Assist managers in identifying high-potential employees and creation of development plans to address individual professional and career objectives.
•  Support development and implementation of talent management and succession planning initiatives.
• Maintain learning records and prepare development reports as required.
• Compile and analyse training data including the number of staff trained, areas of training, training duration and training costs to enhance decision making.
• Promote a culture of continuous learning and knowledge sharing.

Talent Acquisition

• Collaborate with the Senior P&C Manager and Talent Acquisition Coordinator in the development of workforce plans.
• Provide end-to-end timely, quality, fair and efficient recruitment support and expertise, working in collaboration with the hiring managers and the recruitment team.
• Promote diversity and inclusion in recruitment processes.

Performance Management  

• Partner with the line (hiring) manager to develop and implement onboarding, orientation and induction plan for new staff, and stay actively involved with the new hire until the completion of the probationary period review. 
• Provide support to people managers in the timely and quality end-to-end performance management processes in the HRIS system (goal setting, development planning,  performance reviews), including technical guidance to staff and supervisors.
• Provide appropriate support to employees and people managers in addressing performance management-related matters and that employees performing below acceptable standard are supported through specific improvement plans and that should be diligently followed through.
• Monitor compliance with performance management timelines and requirements.

Employee Relations 

• Serve as the first point of contact for employee relations matters within designated business units.
• Ensure employee relations processes (investigations, disciplinary and feedback) are conducted fairly, objectively, and in accordance with organizational policies and Kenyan labour legislation.
• Educate and sensitize staff on People and Culture policies and implications of non-compliance.
• Facilitate and support staff’s smooth transition as a result of resignation, retirement, redundancy, end of contract and/or termination of contract.

People & Culture Reporting 

• Maintain accurate employee records and ensure data integrity across HR information systems.
• Generate monthly workforce data and prepare quarterly P&C reports, dashboards and management updates.
• Monitor key HR indicators including recruitment, retention, turnover, absenteeism, performance, learning, and employee engagement.
• Support implementation and optimization of HR systems and digital processes.

Compliance And Risk Management 

• Participate in the development and updating/revision of People & Culture policies and procedures and provide guidance in interpreting and monitoring compliance thereof. 
• Work in conjunction with the Senior P&C Manager and Line Managers to ensure staff undertake timely periodic online Compliance Trainings whenever they are due.
• Support audits, compliance reviews, and implementation of corrective actions.
•  Identify people-related risks and recommend mitigation measures.
•  Maintain confidentiality and integrity of all employee information and records.

Collaboration & Networks

• Collaborate in the roll out and implementation of P & C projects and initiatives
• Participate in internal committees and taskforces, as assigned
• Conduct periodic field visits to support staff and managers

Required Professional Experience & Skills

• At least 5 years’ relevant work experience as human resources generalist in a mid to large set up.
• Experience with relevant Human Resource Information Systems (HRIS)
• Excellent knowledge of Kenya Labour legislations
• Excellent interpersonal skills
• Excellent planning and organizational skills
• Excellent negotiation and problem-solving skills
• Team player who is detail-oriented
• Excellent writing and presentation skills
• Ability to maintain effective working relationships with all levels of staff
• Experience supporting multiple departments within a medium to large organization.
• Experience managing employee relations matters and performance management processes.
• Strong understanding of Kenyan labour laws and HR best practices.

Required Education, training, license, registration, and certification

• Bachelor’s Degree in Human Resource Management, Business Administration, Organizational Psychology or a related field.
• A professional diploma in Human Resources Management is required if the first degree is not in Human Resource Management
• Licensed Practicing Member of the IHRM-K or equivalent recognized professional body

Preferred Knowledge, Qualifications and Experience

• Professional Certification in Human Resources Management (e.g. CIPD, CHRP, SHRM, HRCI) are desirable
• Experience in Learning & Development
• Experience as a HR Business Partner in a similar setting.
• Experience in an INGO or international organization is an added advantage.