Regional People & Culture Business Partner at World Vision Kenya

Reporting to : Regional Managers

Grade Level : 13

Work Location : Nairobi and Elgeyo Marakwet

Purpose of Position

To offer P&C business partnering support to the Regional Office and Programs to achieve shared organizational objectives in particular to cascade P & C processes and value added services to field operations..

Major Responsibilities

People and Culture Information System and Employee Records management 20%

• Ensure updated employee records are maintained within the region and programs and with utmost confidentiality
• Facilitate new starters to complete and forward to National Office all their duly signed employment records.
• Facilitate creation of personal files for all new starters and ensure that all documentation are in order
• Capacity-build staff & managers on use of OP including implementation of new modules
• Assist in trouble shooting Our People system challenges for regional and Program staff
• Maintain and update Our People on any employee changes/movements
• Analyze regional absence requests on a monthly basis and alert managers on pending approvals
• Support people managers to ensure adherence to annual leave plans
• Ensure up to date personnel information for all the regional staffs on the OP system
• Run monthly management reports from OurPeople for management advice
• Carry out data clean up at regular intervals to ensure data consistency

Recruitment & Selection and Contract management 20%

• Partner with hiring managers within the region in identification of staffing gaps
• Coordinate recruitment for staff recruited at the Region and Program Level for GLs below 12(local adverts, shortlisting, interviewing, background checks and pre-employment medical check-up) within the turnaround time.
• Ensure all staff including interns, volunteers, casuals, incentive workers etc hired in the region are screened in accordance to the WV Policies
• Coordinate the placement of attaches in the region
• Collaborate with hiring manager and the National Office recruiters to ensure timely processing of staff appointments, contract renewals, non-renewals and contract extensions.
• Track contract expiry dates of the staff at the region, and follow up with Program Managers on renewal/non renewals
• Maintain a database of potential employees at the Region and possible replacements especially of field recruits.
• Provide P& C support for exiting staff and manage employee exit processes (clearance, handover etc) and ensure compliance to WVK Polices
• Coordinate and guide management on staff transitions during program/project phase outs and ensure all applicable policies and procedures are adhered to.

Staff Onboarding, Performance management and People engagement 15%

• Co-ordinate and conduct orientation of the new staff recruited at the Region and program level.
• Ensure staff are enrolled into WVK Systems eg payroll, lotus notes, WV central and WVK Staff benefits and understand the related processes
• Facilitate probation reviews and confirmation of staff within acceptable and set timelines
• Support and build the capacity of the managers on performance management and respond to related queries
• Liaise with the people managers in the regions to ensure timely implementation of performance management cycle including performance planning, reviews and appraisals.
• Support staff to undertake learning and development initiatives to build capacity and for staff enhanced competence.
• Support change management projects/initiatives within the region as required
• Organize in liaison with Programs team building initiatives to spur performance

Compensation & Benefits and Staff care 15%

• Ensure all new staff are enrolled to the WVKs compensations and benefits programs
• Report on medical/ and hospital admission cases for staff within the region
• Coordinate psychosocial support and peer support for staff within the region
• Report and facilitate documentation for accidents and incidences for WIBA and GPA claims
• Educate managers and staff on self-care, entitlements and ensure a culture where people feel valued
• Plan health audits and benefits fairs to monitor staff wellbeing and liaise with relevant stakeholders to ensure staff concerns are addressed
• Identify cases for and coordinate the critical incident debriefing for staff that have undergone stress and/or trauma and provide appropriate referral services
• Advise Program managers on related compensation polices eg. insurance covers for community members to enable timely procurement ahead of their engagement

People and Culture support to the regions 15%

• Provide P & C support to the regional managers, Program Managers and all staff in the designated areas.
• Advise the Regional and Program Managers to ensure adherence to the HR manual and labor laws in making any staff related decisions
• Support in the rollout and implementation of P&C initiatives at the regional level

People & Culture reports and Metrics 5%

• Prepare and submit of Monthly reports for information and update
• Provide P&C analytics to advice on trends and areas of improvement in the respective programs.
• Conduct periodical Program visits for P&C related support.

Collaboration & Networks 5%

• Coordinate and participate in roll out and implementation of P & C initiatives
• Participate in committees and taskforces, as assigned

Other duties 5%

• Participate in the devotional life of the organization
• Other duties as assigned by the Supervisor or designee from time to time

Knowledge, Skills and Abilities

• Must have a university degree in Human Resource Management or related
• A professional diploma in Human Resources Management is required if the first degree is not in HRM
• Must be a member of a recognized human resources professional
• A minimum of three years’ experience in human resources
• Experienced in recruiting, interviewing and conducting job evaluations.
• Have knowledge of HR Information system
• Proficiency in computer applications.
• Experienced in cross-cultural environment.
• Must be conversant with the local and international labor legislations
• Must demonstrate ability to handle multiple and conflicting priorities, and work under strict deadlines;
• Must have high standards of integrity and ethical practice;
• Must have ability to accurately plan work assignments, prioritize tasks and deliver deadlines;
• Should be an effective communicator with the ability to handle both internal and external communication;
• Should demonstrate ability to support the identification and response to risk areas within the department;
• Should be an effective team player and able to collaborate well with other departments
• Proficiency in Microsoft Office applications, e.g. Excel and Word.