Latest Openings at Plan International

The Role

The Temporary Human Resource Support Officer – Shared Services Centre will support with some of the pending work within SSCHR, not limited to Insurance & Medical Benefits administration and management, employee record management both electronically and hard copy files, Payroll Administration, Recruitment and selection, Onboarding & staff orientation, contract management and other administrative support to deliver the related transactional HR Services for Shared Services Centre.

 ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Insurance & Medical Benefits 30%

• Process timely enrolment and deletion of client staff onto relevant benefits including medical, GLA/ GPA/WIBA/Provident Fund and maintain up to date records on usage.
• Regular follow-up on medical claims/ reimbursement to client staff within the 3 months period.
• Engage with the insurance brokers and administrators to ensure the service provided is of high quality.
• On the provident fund, work closely with the scheme provider and the Board of Trustees to ensure client staff get the maximum benefits.
• Monitor staff membership to ensure eligible client staff join the provident fund immediately on hire.
• Support separating staff to access their provident benefit upon request.
• Support in reaching out to formerly separated staff who have retired to access their provident retirement benefits.
• Facilitate payment of claim to beneficiary(ies) in the event of death.
• Regularly generate reports on staff records and benefits as required.

Employee Records 20%

• Ensure all new client staff fill in all the required forms by their first day of joining the organization.
• Open personal file for new client staff by the first day of their joining.
• Addition of new client staff to HRIS and registration to SuccessFactors promptly.
• Regular documentation of client staff records through the life cycle of the staff in the organization and filing of the same for ease of retrieval.
• Maintenance of up to date records on a continuous basis.
• Update all staff leave records in the HRIS.
• Launch of performance management documents and support staff and managers on related HRIS processes.
• Generate and back up monthly reports of staff records from the HRIS.

Payroll Administration 20%

• Timely provision of documents to support payroll processing including contracts, staff movements and separation letters.
• Ensure that new hires submit payroll related documents on time and coordinate with SSC Finance.
• Make staff changes on a monthly basis in preparation of the payroll and submission to SSC - Finance by 10th of every month.
• Ensure all staff are enrolled and have accounts on the Perpay system and all their statutory numbers and details are uploaded for payroll purposes;
• Regularly liaise with the service providers (Netcom) in case of any challenge while running payroll or while doing transitions.
• Facilitate staff clearance and process their final dues.

Recruitment 15%

• Receive fully authorised request to recruit forms for Temporary Staff and facilitate the request.
• Supervise written tests in consultation with the SSC HR Coordinator Recruitment.
• Compile documents in respect of the selected candidates from the panellist and ensure complete acknowledgement (appended signatures) of interview notes. 
• Support in preparing recruitment packs in preparation of interview sessions.
• Support in undertaking reference checks for successful candidates in line with Plan international reference policy.
• Support the SSC HR Coordinator to send out employee information pack to successful candidates.
• Send out the Pre- employment checklist to successful candidates ensuring they provide relevant documentation prior to reporting date.
• From time to time facilitate interview sessions by being the SSCHR representative in the panel.

Onboarding & Orientation 5 %

• Sign up of Plan International policy documents for all new client staff.
• Organize new client staff orientation and on boarding.
• Facilitate processing staff identity cards for new staff.
• Create staff files for new client staff with all relevant documentation upon on-boarding.
• Orientating of new staff and continuous customer service support on the HRIS. 
• Ensure staff are aware of relevant policies and procedures and implications of not adhering to them.

Contract Management 5%

• Provide prior notice to client on confirmation of contract renewal or non-renewal.
• Ensure that client staff who have completed their probation are provided with confirmation letters or discontinuation according to client instructions.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensure that Programme implementation staff at the country office and in the field are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies.
• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team.
• Ensure that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.  

LEADERSHIP COMPETENCIES

• Courageous in taking a lead, focussed on Plan International's purpose and making the most effective contribution within their own work context.
• Behaves in line with Plan International values and safeguarding practices, inside and outside work. 
• Challenges own attitudes, unconscious bias and behaviour and speaks up when they see wrong doing, especially by those who use their power over others to create fear or abuse.
• Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
• Honest and efficient in use of resources, including own time.
• Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
• Constructive and optimistic in facing setbacks, challenges and change, using own initiative to analyse issues and improve things.
• Good team player, communicating effectively and being open and supportive towards those around them.

BUSINESS MANAGEMENT COMPETENCIES 

• Knows the resources required for their role. Manages their own workload, avoiding under or overcommitting to delivery activities. 
• Works according to principles of data protection. 
• Understands how information is used for reporting and decisions making.
• Understands their responsibilities, level of decision making and how their role contributes to the wider team. 
• Works in accordance to the policies and procedures relevant to their role and responsibilities.
• Applies the Code of Conduct principles to their work activities. 
• Understands their responsibility to manage legal and reputational risk relevant to their role. 
• Gender, equality and inclusion: Understands and can identify the causes of gender discrimination, exclusion and inequality. 

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience essential:

• A Bachelor’s degree in HR or related field with a Higher Diploma in HR Management.
• Membership with IHRM.
• At least 2 years of relevant experience in the HR field.
• Conversant with HR online systems.
• Strong communication skills, both verbally and in writing.
• Ability to negotiate, all levels of the Regional office and outside of line management relationships.
• Excellent interpersonal skills with the ability to build strong relationships and networks quickly at every level within the Regional office.
• Listening, coaching and counselling skills.
• Ability to support and manage change effectively.

Languages required

• Excellent written and verbal communication skills in English.

Behaviors:

• Role model our values and behaviors both internally and externally. 
• Engages sensitively with community members on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
• Promotes equality, including gender equality, inclusion and girls’ empowerment in Plan’s work and in its work with partners
• Apply participatory influencing methodologies both internally and externally 
• The ability to build collaborative working relationships
• Ability to influence 
• Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization – linking partnership opportunities with the context of the wider organizational strategy
• Communicates effectively at a high level and with a range of appropriate styles for different audiences
• Builds capability through knowledge sharing, networking, mentoring, coaching and advocates the importance of knowledge management

go to method of application »

The Role

The Data Entry Clerk will contribute to quality and timely sponsorship communications at the Program Unit/satellite office levels in line with organization’s policies and guidelines. S/he will be responsible for efficient sponsorship processes including receiving & processing sponsorship communications, tracking performance, quality assurance, reporting and dissemination of good practices.  Additionally, S/he will ensure safety and security of sponsorship related documents at the office level as per Plan safeguarding and data protection policies

Accountabilities and MAIN WORK ACTIVITIES

Programme and project design and influence (30%) 

• Ensure that all sponsorship communication items are of quality and accurately processed into the ChildData system before the close of every month.
• Support field staff in monitoring of advance production targets for sponsorship communications.
• Tracking and processing of incoming communications in a timely manner and as provided for by the sponsorship guidelines.
• Generate monthly sponsorship reports (including cancellation trends, death analysis among others) and share with PU management to support decision making.

Quality improvement and standards (30%)

• Ensure all outgoing communications meet quality standards and are processed in ChildData system on timely manner/as per business rules
• Review all submitted sponsorship letters to ensure they meet business rules requirements (dialogue worth, child participation & have no inappropriate content).
• Utilization of the ChildData and Query Tool systems as per Plan International policies.  This is as regarding access, uploading & extracts processing.
• Weekly tracking of sponsorship performance (as per advance tracking tool) and sharing updates/reports with PUM for follow-up.
• Ensure Program Unit child sponsorship caseload management by effective close monitoring of enrolments, cancellations and monthly caseload balancing.
• Maintain a good filing system for sponsored children data including cancelled files.

Working in Partnership and resource mobilisation (30%) 

• Extracts to-do reports and master lists for frontline staff on monthly basis/as required
• Provide monthly feedback to sponsorship field staff and partners to enhance quality communication products.
• Identify capacity gaps for community volunteers & community-based organizations and support field staff to address them.
• Ensure all processed sponsored children files are dispatched to the field in a timely and organized manner.
• Ensure stock and inventory control for the sponsorship department

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Reviews all sponsorship communications before uploading to ensure they comply with safeguarding practices.
• Ensures sponsorship communications & files in PU office are stored and disposed as per sponsorship business rules.
• Supports induction of front-line staff, partners and community volunteers on safeguarding practices in sponsorship.
• Prepares and shares monthly reports in relation to safeguarding issues highlighted in sponsorship communications
• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Leads the orientation of programme staff to ensure that they are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team;
• Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted. 

Other duties (5%)

• Any other duties as assigned by the supervisor

Leadership COMPETENCIES

• Setting high standards for self and others' behaviour, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
• Courageous in taking a lead, focused on Plan International's purpose and making the most effective contribution within my own work context.
• Creating a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborating with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Positive about change and supporting others in adjusting to it, helping them understand.

Business Management competencies

• Applies the Code of Conduct principles to their work activities.
• Understands their responsibilities, level of decision making and how their role contributes to the wider team.
• Works in accordance to the policies and procedures relevant to their role and responsibilities.
• Uses the personal development tools available.

Technical expertise, skills and knowledge

Qualifications/ experience essential: 

• University degree in Community Development, computer studies or related field.
• At least one-year experience working in similar position.
• Computer literate (MS Office Word, Internet Explorer, Excel etc.)
• Computer skills and Internet knowledge.
• Proven typewriting and proof-reading skills.

Languages required 

• Fluent in written and oral English and Kiswahili.

TECHNICAL cOMPETENCIES

This position requires integrity, a team player, a person keen to detail and one with a positive disposition, in the way they relate to people in order to achieve the desired outputs and deliverables.

Knowledge:

• Knowledge of child sponsorship and operations

Skills:

• Mastery of the ability to analyse data and trends.

Behaviors:

• Role model our values and behaviours both internally and externally.
• Engages sensitively with community members on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
• The ability to build collaborative working relationships
• Builds capability through knowledge sharing, networking, mentoring, coaching and advocates the importance of knowledge management

The application deadline is on 09/08/2022