Job Vacancies at Institute of Human Resource Management

Grade: IHRM/ 04

Organization: Institute of Human Resource Management

Department: Human Resources & Membership Services

Location / Work Station: IHRM Headquarters with possible travel to other workstations

Reporting Relationships

Reports to: Head of Human Resource & Member Services

Direct reports: N/A

Job Purpose: The job holder will be responsible for recruiting, supporting and developing talent through developing policies and managing procedures. Will also be responsible for administrative tasks and contributing to making the company a better place to work.

Key Responsibilities / Duties / Tasks

1. Operational Responsibilities / Tasks
2. Be the first point of contact for all HR related queries and concerns.
3. Administers various human resource plans and procedures for all company personnel.
4. Support the recruitment process of new staff in conjunction with the department heads i.e., processing staff requisitions, interviewing, selection, appointment, induction, documentation,
5. reference checking etc.
6. Prepare employment contracts and job descriptions for new employees and update the same for existing employees as per details given by the HRM.
7. Maintain a suitable filing system and ensure that updated information is included daily.
8. Prepare certificate of service for all employees whose employment contracts are terminated promptly at the instruction of the HRM.
9. At the instruction of the HRM investigate and prepare reports on all matters involving employee grievances whether collective or individual.
10. Receive from all departments written comments on staff attendance, recruitment needed, absenteeism, sickness and accident and report to the HRM
11. Process transfer, promotion and confirmation letters for employees as instructed by the HRM and distribute the same to the concerned employees.
12. Controlling, administering and authorizing in co-ordination with each departmental head staff annual leaves, sick offs, maternity leaves, and appropriate leave travel allowances is paid. 
13. Handling disciplinary cases likely to lead to warnings, termination, dismissal and monitoring proper sequence of warnings and other disciplinary standards within the company to ensure consistency and conformity with the Employment Act.
14. Ensure a high sense of discipline by staff and ensuring company rules and regulations are adhered to.
15. Ensure continuous NSSF, NHIF & PIN registration of new and unregistered employees.
16. Ensure all business and statutory licenses for the company are renewed appropriately and safely secured.
17. Ensure all employees are properly inducted and trained in all policies, rules and regulations of the company
18. Preparation of the payroll for the company ensuring regulatory and legislative compliance
19. Maintenance of management information system both manual and computerized filling and achieving all the HR documents and ensure high integrity of personnel data record
20. Participates in administrative staff meetings and attends other meetings and seminars.
21. Maintains company organization charts and the employee directory.
22. Maintains compliance with government and other state regulations concerning employment.
23. Timely preparation of periodic HR reports.
24. Carry out clearance of the exiting employees by conducting exit interviews and updating management on the exits.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic Qualifications

• Bachelor’s degree in HRM, Business Administration, Social Studies or relevant field;
• Master’s degree from a recognized institution is an added advantage.

Professional Qualifications / Membership to professional bodies/Chapter Six of the Constitutions

• Higher National Diploma in HRM, CHRP(K) qualification or its equivalents
• Computer proficiency course from a recognized institution; knowledge of HRMIS is a plus
• Member of the Institute of Human Resource Management (IHRM)
• Meets the provisions of Chapter Six of the Constitution

Previous relevant work experience required.

• At least 3 years’ experience as a HR Officer, or similar position with a strong knowledge of HR functions (performance management, pay & benefits, recruitment, training & development etc.) and understanding of employment laws and disciplinary procedures.

Desirable:

• Experience of using MS Dynamics; Experience of working in a membership organization;
• Experience of working in a multi-cultural environment;

Functional Skills:

• IT proficiency
• Analytical skills
• Business intelligence skills
• Critical thinking.

Behavioural Competencies / Attributes:

• Interpersonal skills
• Leadership/supervisory skills
• Ethics and integrity
• Decision making skills
• Stress management
• Effective verbal and listening skills
• Time Management
• Flexible

Notes: This post will be subject to background checks. A full statement of the main terms and conditions of employment will be supplied with any formal offer of employment. This job description does not form part of your contract of employment.

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Current Grade: IHRM/04

Department: Operations

Location / Work station: Headquarters with possible travels to other workstations

Reporting Relationships

Reports to: Head of Operation (Shared Services)

Job Purpose: The job holder will monitor and maintain the computer systems and networks of the Institute. Will also be responsible for installing and configuring computer systems, diagnosing hardware and software faults and solving technical and applications problems.

Key Responsibilities / Duties / Tasks

Operational Responsibilities / Tasks

1. The day-to-day management of the ICT organization of the Institute, as well as support and move forward the implementation of a proposed ERP system.
2. Contribute towards the timely preparation and implementation of departmental budget plans.
3. Ensure controls and processes for ICT are established which can be independently audited.
4. Ensure the timely preparation of reporting (monthly, quarterly, semi-annual, and annual) as related to all guiding documents.
5. Ensure coordination with the following Shared Service functions contained within the utility’s umbrella organization: Membership Services; Corporate Affairs; Finance; Administration; Human Resources; Audit; Legal and Compliance.
6. Identifying and acting on opportunities to improve and update software and systems.
7. Developing and implementing IT policy and best practice guides for the Institute
8. Designing training programs and workshops for staff.
9. Running and sharing regular operation system reports with senior staff.
10. Overseeing and determining timeframes for major IT projects including system updates, upgrades, migrations, and outages.
11. Designing, setting up and configuring complex switching environments and complex wireless networks that support secured access and the ability to support voice and video applications.
12. Configuring and setting up Cisco Firewalls, VPN Concentrators and Security appliances for access to vital mission critical applications.
13. Maintaining network security through proper configuration of VPN and Firewalls.
14. Setting up and maintaining the LAN and its associated components (switches, structured cabling, power provisioning etc.)
15. Assisting in the designing of multi-server environments including IP address schemes, DNS, WINS.
16. Providing technical assistance and support to internal staff, vendors, and partner agencies.
17. Maintaining both the wired & wireless network inclusive of performance, security, throughput, and upgrades.
18. Implementing network upgrades by developing, testing, evaluating, and installing enhancements.
19. Creating and maintaining comprehensive documentation for all implemented networks.
20. Implementing effective maintenance of all hardware inclusive of enterprise hardware such as servers, storage, switches, routers, and UPS’s.
21. Troubleshooting of network hardware and software applications, IP Phones and security systems to resolve operational issues and restore services.
22. Ensuring all work and changes to infrastructure components are performed in such a way as to minimize disruptions to existing ICT services.
23. Assisting in keeping track of the Institute’s infrastructure assets and ensuring that the infrastructure and data is always kept secure.
24. Ensuring technology is used, managed, and supported in accordance with the Institute’s standards, policies and procedures.
25. Any other relevant duties as may be assigned from time to time.

Job Competencies (Knowledge, Experience and Attributes / Skills)

Academic Qualifications

1. Bachelor’s degree in information technology, computer science, software engineering, or a related field.
2. Proven experience in managing IT infrastructure and services.
3. Experience with computer networks, network administration, and network installation.
4. Proficient in computer hardware, cabling installation and support, wireless technology applications and interface, and IT security.
5. Proficient in Microsoft Windows software, including Server, Office, and Exchange.

Professional Qualifications / Membership to professional bodies

1. Professional certification such as Certified Computer Network Professional (CCNP), CCNA, MCSE, MCSA, MCSD, Oracle Certified Database administrator OCDBA, Microsoft Certified databases Administrator MCDBA or their equivalent qualification from a recognized institution.
2. Member of an ICT professional body.
3. Meets the provision of chapter Six of the constitution

revious relevant work experience required

Minimum 3 years’ experience is required, Experience in ICT Project management is an added advantage; Extensive experience in hardware and software support and management.

Functional Skills

• Strong planning and organization skills
• Conflict resolution skills
• Public speaking
• Knowledge of Laws and regulations affecting ICT

Behavioural Competencies/ Attributes:

• Leadership and Organizational skills
• Ability to drive change and innovation
• Interpersonal skills
• Negotiating, facilitating and influencing skills
• High level of integrity

Notes: This post will be subject to background checks. A full statement of the main terms and conditions of employment will be supplied with any formal offer of employment. This job description does not form part of your contract of employment.