Job Openings at ACTED

ACTED is looking for experienced self-driven and self-oriented professionals to fill the position of a Senior ADMIN/HR Officer based in Nairobi Office.

Main Objective

Under the direct supervision and support of the Country Admin/HR Manager, s/he will provide general Administration and HR management of the ACTED Somalia/Somaliland mission ensuring that Country employment laws and ACTED specific HR policies and procedures are always observed. S/he will assist in providing oversight and day to day supervision of the HR/ADMIN team in the country.

Duties and Responsibilities

1. Staffing and recruitment
   1. Deliver recruitment needs and fill vacancies within the targeted time while ensuring that open and transparent recruitment procedures are followed as per ACTED policies.
   2. Plan and devise guidelines for recruiting suitable candidates for a required job description while ensuring overall supervision of open, fair, transparent and timely recruitment and selection process.
   3. In collaboration with the Heads of Departments, execute proper staffing plans and ensure staffing is adequately designed to ensure effective implementation of projects;
   4. Mediate between ACTED and the candidate and communicate organization’s policies and terms of the contract to the candidate before he is hired
   5. To identify redundancies and in collaboration with coordination, deal with the process effectively.
   6. To ensure all staff are working under a proper working agreement and that their employment terms match the Country’s Labour law and ACTED internal Manuals; in charge of updating the internal Manuals;
   7. Management of appraisals and disciplinary action in conjunction with the line managers at the duty stations.
2. Labour laws and ACTED policies;
   1. Ensure that all statutory regulations are properly implemented within the ACTED mission accordingly.
   2. Ensure registration of ACTED offices and keep copies of registration certificates.
   3. In collaboration with the Country Admin/HR Manager, update policies while ensuring organization’s practices conform with the labor laws and associated country regulations.
3. Payrolls/HOMERE and Information Management:
   1. Preparation of the monthly payrolls (HR TITANIC)/ HOMERE on a timely manner and share with CAHRM for review.
   2. Close review of statutory deductions calculation to ensure the payroll tool always match the relevant governing laws;
   3. To maintain an accurate information of all staff in the mission as well as updated database for the staff;
   4. In-charge of personal folders updates and the overall filling system.
   5. Maintain updated organograms
4. Staff Medical Insurances
   1. Follow up and ensure renewal of staff insurances for based staff on a timely manner
   2. Trainings & capacity building:
5. Identify needs for trainings
   1. Assess internal capacity of in-house training and organize training session accordingly
   2. To provide capacity building, technical support and supervise the Admin/HR officers;
   3. To ensure all staff are aware of the HR and Administration procedures; train staff accordingly;
6. Employee Relations, Conflicts Resolution & Discipline
   1. Maintain and enhance the organization’s human resources by planning, implementing, and evaluating employee relations and human resources https://www.facebook.com/groups/2040008082884909/ policies, programs, and practices
   2. Be available at the disposal of the conflicting parties and hear out their issues without being judgmental
   3. Intervene and help map out a solution in case of dispute amongst two or more employees or between the employee and the management.
   4. In collaboration with the relevant line managers, deal with employee’s disciplinary matters as needed.
7. External representation:
8. When needed, represent ACTED in external HR forums, groups and HR workshops as required.
   1. Appraisal Management
   2. Any other duties as assigned by your line manager or Country coordination

Qualifications/Skills Required

1. Bachelor’s Degree in Business Administration, Human Resource, Public Relations or related field.
2. Member of IHRM
3. . 5 + Years of experience in HR management position preferably in an INGO with a proven track record of success
4. Acquaintance with employment labour laws, various regulations and statutory law in Somalia.
5. Computer Literate – MS Outlook and Excel and basic software application and familiarity with the internet and email communications
6. Excellent communication skills, Strong analytical skills (context, people …)
7. Competencies based interviewing experience
8. Online recruitment systems experience
9. Understanding of skills & Psychometric assessments (An advantage)
10. Good understanding of the Somalia context is a mandatory requirement
11. Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
12. Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
13. Capacity to build a maintain a strong professional network

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Position Profile

Under the supervision of the Senior Admin/HR Officer, s/he will perform Human Resource and administrative management for ACTED in Kenya and support to other ACTED mission within Horn of Africa as outlined by the external governing laws, the ACTED specific policies and your line manager’s guidance.

Duties and Responsibilities

Recruitment & Onboarding processes

• · Drafting of vacancy adverts and sending them to the Senior ADMIN/HR Officer for review when requested.
• · Send out invitations to short-listed candidates and communicate to the unsuccessful candidates.
• · Facilitate interview processes by preparing interview packages and ensuring reservation of interview rooms.
• · Facilitate vetting of candidates after offer is made
• · Support onboarding processes for new staff

HR Titanics (Payroll/Homere), Benefits

• · When requested, update some sections of the HR Titanic& or HOMERE (as applicable) and submit to the Senior Admin/HR Officer at the Regional Office for review on 20th of every month.
• · Ensure statutory deductions calculations match the formulas of the respective statutory body
• · Payslip management- Ensure all payslips are printed and approved. Ensure that they are signed by the staff and filed on monthly basis.
• · Prepare the monthly Expat presence table and ensure that it is sent to Country Admin/HR Manager by 08th of every month.

Staff Information management

• · Regularly update and maintain accurate excel database for both national and international staff-Share the same with Senior Admin/HR Officer at the end of each month.
  Contracts and ToRs
• · Under the guidance of Senior Admin/HR Officer, draft employment contracts for new staff for review. Ensure the contracts are reviewed, approved and handed to staff before they are engaged.
• · Follow up and aware the respective manager, AHRM &CFM for the end of contracts a month in advance in order to advise renewal accordingly.

Leave follow up, Leave planning and public holidays

• · Regularly update and maintain leave follow ups and leave planning for all the staff in Kenya.
• · Prepare a list of public holidays and Keep all staff informed of public holidays

Employee Files Documentation/ Records Management and document tracking

• · In charge of filling of personnel folders both physically and digitally at mission level.
• · Open new files for new staff and ensure that all the required recruitment and onboarding documentation has been filed.
• · Ensure employee files are consistently updated upon hire and conduct monthly monitoring of employee files to verify that relevant onboarding documents, contract documentation, policy forms, performance management documents, staff training forms, leave requests, timesheets, pay slips, etc documents are filed for all staff.
• · Maintain a control and check system of the attendance all staff and ensure updated Leave Follow Up and the attendance sheets are collected from the staff and properly filed.
• · Ensure separation documents are appropriately filed for all staff
• · Send a monthly Audit checklist report to the Senior Admin/HR Officer for all national employees.
• · Ensure that each staff has their own personnel folder, updated regularly with the HR documents (contra cts,ToRs, Appraisals, ACTED Letters, Payslips, Attendance sheets, Leave requests, CV, Cover letter, interview records, academic certificates, Reference checks, next of kin details, medical certificate etc. and confidentially maintain them.

Daily worker FU

• · Ensure that daily worker requests are signed by all the relevant managers and sent back to the staff before commencement of the works.
• · On monthly basis, prepare and share the payroll for the temporary workers
  Insurances (Medical, WIBA/GPA)
• · Facilitate and ensure medical scheme enrollment forms for new staff and dependents are duly completed and submitted to the medical insurer.
• · Following up on the cards, claims, invoices etc

Coordinate Admin/HR meetings/activities

• · Facilitate staff general meetings and other meetings initiated by Admin/HR by sending out meeting requests and reminders to staff
• · Take notes during staff meetings, Admin/HR team meetings & other meetings as may be requested by the Senior Admin/HR Officer

Others:

• · Ensure that documents for audit are prepared and presented when needed
• · Support the ADMIN/HR Department colleagues in daily relevant activities
• · Any other duties as assigned by your line manager.

IV. Qualifications/Skills Required

• · Bachelor Degree in Business Administration, Human Resource option
• · CHRP or Diploma in HRM is an added advantage. Member of IHRM
• · A minimum of four years’ experience in a similar position in an INGO with a proven track record of success.
• · Deep and clear understanding of employment Act, various regulations and statutory law in the Country
• · Computer Literate – MS Outlook and Excel and basic software application and familiarity with the internet and email communications
• · Strong communication, analytical (Context, people), organizational skills and meticulous attention to detail.
• · Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels.
• · Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
• · High level of integrity and honesty.