HR Roles at Jesuit Refugee Service

Operational Context/Role

The Regional Human Resources Officer (RHRO), under the supervision of the Regional Director (RD) and in close collaboration with the International Human Resources Department, will ensure consistency and uniformity in the implementation of human resources policies and guidelines, by sharing best practices and ultimately by promoting the welfare of JRS staff in the Regional Office as well as in the 4 countries where JRS has operations. The RHRO will also lead the recruitment for JRS staff in the Region in collaboration with the Country HR Officers and Country Directors. With this aim, the RHRO will actively contribute to the development and implementation of Human Resources policies; reinforce HR processes, and offer guidance and HR services to employees in both the Regional Office and the Country Offices. The Eastern Africa Regional Office (EAR) supports 4 countries, namely Kenya, Uganda, South Sudan and Ethiopia. In each of these countries, JRS hosts programs for refugees and asylum seekers.

Key Responsibilities and Deliveries

Under the supervision of the Regional Director, the Regional HR Officer’s main responsibility will be to lead the Human Resources Department with effective delivery of HR services. More specifically:

• Lead all HR related matters for the Regional Office including the national office. Actively provide support to staff, Country Directors and HR Officers on HR related matters.
• Plan and monitor HR operational and budget needs in order to efficiently manage the required HR needs and capabilities of the Regional Office.
  Lead all activities related to the recruitment processes, ensuring a coherent management of administrative and legal procedures all across the region (recruitment, end of contract, payment of national and local taxes, proper upkeep of personnel files, management of overtime, etc).
• Develop a training needs assessment, in accordance to operational requirements, in evaluating people performance and in implementing the associated action plans in order to improve people’s capabilities and their end results contribution to JRS mission and values.
• Define and coordinate the implementation of local regulations, reviewing salaries and taxes, in order to ensure internal equity, adequate competitiveness and legal compliance.
• Coordinate staff on-boarding activities including liaising with departments and following up on activities.
• Train staff on Code of Conduct and relevant organizational policies.
• Assist the Regional Director and Country Directors in dealing with grievances and in the implementation of disciplinary procedures.
• Assist with monthly payroll related activities and liaise with local labour agency when necessary. Assist with personnel administration by assembling and preparing necessary documentation, including the preparation of contracts for temporary staff and internships.
• Keep up to date all HR staff figures and produce human resources-related statistics.
• Lead the performance management process across the region including initiating, tracking and monitoring of the various stages of the process.
• Coordinate the implementation of all administrative local protocols and procedures, organise regular information meetings with all the staff and systematically participate in all briefings where HR expertise is requested (Finance, Programmes, and Administration).
• Act as a focal point for the regions including responding to queries, follow up on information related to contracts, recruitment, security and safety and HR matters.

In close collaboration with the International HR Director:

• Develop and implement JRS HR core policies and international guidelines and protocols in line with international humanitarian standards (PSEA, Child Protection Policy, Anti-fraud Policy, etc).
• Assist in the implementation of the JRS Global Staff Care Programme (MHPSS, Security and Safety, Policies, Working conditions and Environment).
• Design and implement the organizational structure for JRS EAR, designing charts and jobs, as well as the different levels of responsibility and delegation, in order to efficiently support JRS activities in the region.
• Provide up to date analysis of new trends in the area of Human Resources Management in the Region and suggest review and or update of best practices.
  Run specific surveys on the JRS staff well-being in the Region.
• Perform any other duties commensurate with the post as requested by your supervisor.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job.

Qualifications and Experience:

Education

• University degree in Human Resources or related field (organizational development; business administration, etc.) or a specific training, qualification or certification in human resources management
• IHRM Membership

Experience

• At least 5 years of professional experience in a not-for-profit and/or international organization;
• Excellent knowledge and thorough experience in employment law, compensation, benefits administration, employee relations, security and safety, staff training and development;
• Previous experience with a faith-based NGO is a significant asset;
• Good understanding of and commitment to humanitarian relief work and international development;
• High degree of discretion, confidentiality and tact in dealing with internal and external clients and stakeholders at all levels;
• Ability to work independently with minimal supervision;
• Excellent interpersonal, listening and communication skills;
• Good computer skills, including competence in Excel and familiarity with other databases;
• Good organizational skills and ability to perform multifaceted tasks in addition to day-to-day activities;
• Good analytical skills and sound judgement;
• Successful experience in multicultural and challenging environments.

Language

Excellent written and verbal communication skills in English are required; a second professional working knowledge of Kiswahili and/or French.

Leadership Behaviours

• Excellent interpersonal, listening and communication skills;
• Ability to positively influence others and successfully reconcile differences;
• A self-starter with a strong results orientation and with high levels of integrity, credibility and dependability;
• An energetic team player who can effectively collaborate, and who can stand alone when necessary;
• Ability to work in international settings and with various departments to implement successful approaches in Human Resources;
• Demonstrated ability to work and deliver under pressure and tight deadlines.

Core values and ethics

• Good understanding of and compatibility with the values of JRS;
• Very good pastoral sense, listening abilities and communication/inter-personal skills;
• Demonstrated ability and experience of working in a multi-cultural environment with good multicultural sensitivities and in a flexible environment;
• Willingness and ability to travel to the regional country offices, when appropriate, for project monitoring visits and live a simple lifestyle.

Travel

The job will require travels to JRS locations around the region. Special attention will be given to Kakuma refugee camp and locations where the Country HR Officer position is vacant.

Terms and conditions

This is a locally recruited position. Contract is for one year, renewable with an initial probationary period of six months.

JRS remuneration policy is in keeping with the JRS ethos to offer effective and professional services and at the same time express solidarity with the people served.

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Operational Context/Role

The Project Human Resources Officer, who reports to the Project Director, is responsible for implementing human resources activities and policies of JRS in the area of assignment while promoting the welfare of JRS staff in the Project. This position participates in the development, implementation and evaluation of effective human resources policies of JRS. The Project Human Resources Officer is based in Kakuma and promotes policies and practices, which ensure that JRS personnel may effectively respond to the needs of refugees.

Key Responsibilities

• General
  • To assist the Project Director in developing and implementing a coherent human resources policy and procedures for the Project which are consistent with JRS Regional policy and guidelines as well as the Country labour law.
  • To assist the Project Director in ensuring compliance with local labour laws and practices in relation to staff documentation.
  • To keep staff documentation and record accurate, up to date and secure, and responding to requests from the Country and Regional Office for information and statistics in human resource matters
  • To review all security, health insurance, grievance, disciplinary and other policies and procedures for staff consistent with the policy of the organization in consultation with the Project and Country Directors.
  • To ensure that appropriate and adequate performance appraisal and professional development plans are in place and implemented according to the policy
  • To support the Project Director and the management in providing orientation, induction and training as well as managing administrative staff to ensure that they are performing their roles to high standard.
  • To take the lead in the recruitment of personnel in the Project after consultation with the Project Director e.g. advertisement, short listing of candidates, etc
  • To advise the Project Director on major personnel issues, e.g. performance management (mid & annual appraisals) or where disciplinary action is required
  • To ensure that government regulations on social security schemes such as pension as well as JRS policies are observed.
  • Be the focal person in the implementation of all insurances including medical insurance of the staff.
• Care for Personnel
  • To hold regular meeting with the Project Director and teams in the field, to listen and give support to each JRS team member. In case of problems to draw these to the attention of the Project or Country Director
  • To give special care to the staff, making sure they receive necessary breaks and holidays.
  • To decide on security measures in situation of crisis within the Project, after consultation with the Regional, Country and Project Directors, and in accordance with the JRS Security Guidelines.
• Staffing
  • To manage the recruitment process for all the vacant positions in Kenya in consultation with the Project / Country Directors and the Regional Human Resources Officer
  • Carry out an audit of the incentive staff and advice the Project and Country Directors on the actual personnel needs for the Projects. This includes reorganization, restructuring and redundancy of the existing staff.
• Administration & Documentation
  • To review all the staff files including contract, job descriptions, medical insurance, etc to ensure that they comply with the law of the Project and are up to date.
  • To develop and manage a database for staff leave (R&R, annual leave, sick leave, compassionate leave etc.) and report the same to the Project Director on a regular basis
  • To support the regular updating of the HR information system (Pedro Arrupe System) by providing an up to date staff list to the Project Director and Regional HR Officer on a monthly basis
  • To support the Finance Office in preparing the payroll by providing the list and details of new staff as well as the information on staff who have left the organization.
  • To review all the HR Policy documents to comply with the Project law and JRS values and also to develop new policies that are inexistent.

Qualifications

Education and Experience

• University degree in Human Resources and or related field (organizational development; business administration, etc.) or a specific training, qualification or certification in human resources management
• Additional certification in accounts, project management an added advantage.
• IHRM Membership

Experience

• At least 2-3 years of professional experience in a not-for-profit and/or international organization
• Excellent knowledge and thorough experience in employment law, compensation, benefits administration, employee relations, security and safety, staff training and development;
• Previous experience with a faith-based NGO is a significant asset;
• Good understanding of and commitment to humanitarian relief work and international development;
• High degree of discretion, confidentiality and tact in dealing with internal and external clients and stakeholders at all levels;
• Ability to work independently with minimal supervision;
• Excellent interpersonal, listening and communication skills;
• Good computer skills, including competence in Excel and familiarity with other databases;
• Good organizational skills and ability to perform multifaceted tasks in addition to day-to-day activities;
• Good analytical skills and sound judgement;
• Successful experience in multicultural and challenging environments.

Language

Excellent written and verbal communication skills in English. Knowledge of French and Kiswahili added advantage.

Leadership Behaviours

• Excellent interpersonal, listening and communication skills;
• Ability to positively influence others and successfully reconcile differences;
• A self-starter with a strong results orientation and with high levels of integrity, credibility and dependability;
• An energetic team player who can effectively collaborate, and who can stand alone when necessary;
• Ability to work in international settings and with various departments to implement successful approaches in Human Resources;
• Demonstrated ability to work and deliver under pressure and tight deadlines.

Core values and ethics

• Good understanding of and compatibility with the values of JRS;
• Very good pastoral sense, listening abilities and communication/inter-personal skills;
• Demonstrated ability and experience of working in a multi-cultural environment with good multicultural sensitivities and in a flexible environment;
• Willingness and ability to travel to the regional country offices, when appropriate, for project monitoring visits and live a simple lifestyle;

Terms and Conditions

This is a locally recruited position. Contract is for one year, renewable with an initial probationary period of 3 months.

JRS remuneration policy is in keeping with the JRS ethos to offer effective and professional services and at the same time express solidarity with the people served.