VTTI operates a network of bulk petroleum
Terminals in eleven countries across five continents. As a result of its
ongoing continued growth, VTTI has expanded its operations to Kenya.
VTTI Kenya is completing its state of the art Terminal in Mombasa and will soon be operational.
Applications are invited from qualified and experienced Kenyan citizens for the following positions at our state of the art Petroleum Terminal in Kipevu, Mombasa:
HR & Administration Officer
Location: VTTI, Kenya
Job Description:
Responsible for the provision of Human Resources services in compliance with
VTTI corporate policy and statutory regulations. Manages human resource
programs for the organisation which include Staff recruitment, employee
relations and skills development, compensation and benefits administration. VTTI Kenya is completing its state of the art Terminal in Mombasa and will soon be operational.
Applications are invited from qualified and experienced Kenyan citizens for the following positions at our state of the art Petroleum Terminal in Kipevu, Mombasa:
HR & Administration Officer
Location: VTTI, Kenya
Job Description:
Also responsible for administrative support to the General Manager and the management team; manages services related to office supplies, travel, accommodation, housekeeping and arranging meetings.
Organisational Position
Reports to the Finance and Administration Manager. Directly supervises support services, drivers and janitors.
Result Areas
Staff recruitment and deployment
In coordination with department managers, initiates the processes leading to recruitment of personnel for the organisation as follows:
- Reviews
and advises on defined job descriptions and required qualifications for
the positions in line with overall organisation business goals.
- Manages
the requests for applications using the agreed method and guided by the
organisationÕs policy.
- Schedules
and participates in the screening, interviewing, negotiation of terms,
reference checks and selection of personnel.
- Processes
new hire documentation including letter of offer, employment contract and
work permits.
- Manages
orientation program for new hires including introduction to other staff,
provision of staff IDs, relevant manuals, procedures and organising
induction training.
- Interacts
and corresponds with recruitment agencies to ensure hiring needs are met.
Administrative support
- Manages
the General Manager’s diary; scheduling appointments in consultation.
- Handles
incoming and outgoing calls and mail, receives visitors and deals with
correspondence; ensuring proper presentation and uniformity to corporate
standards.
- Arranges
Management Team meetings, records minutes and maintains documentation.
- Makes
reservations for meeting venues, hotels, flights and communicates with the
relevant parties.
- Supervises
office cleaning and housekeeping arrangements to meet company standards.
- Arranges
for the purchase and supply of goods and services for the office; compares
costs and value from various suppliers to ensure good value selection.
- Maintains
record of quotations, purchase orders and invoices for general office
supplies.
Records and Documentation
Responsible for the maintenance of company HR records and confidential employee documentation;
Responsible for the maintenance of company HR records and confidential employee documentation;
- Manage
structure and revisions of Company Employee Handbook to maintain Company
Policies and Procedures.
- Create,
Maintain and revise various company policies, procedures, forms and
templates
- Maintain
record of Employment contracts, Copies of identification documents;
Passports, National identity cards, Alien cards, PIN, NSSF and NHIF cards.
- Payroll
deductions and benefits contributions.
- Staff
performance targets and appraisal reports.
- Company
Bank reconciliations.
- Maintains
vacation calendar and tracks vacation accrual and balance in line with
company policy.
Supervision, Training and Development
In coordination with department managers, identifies staff development needs and implements training programs to meet these;
In coordination with department managers, identifies staff development needs and implements training programs to meet these;
- Develops
Human Resource processes and metrics that support the achievement of the
organisationÕs goals
- Develops
and schedules required training sessions.
- Reviews
feedback from personnel appraisal reports and advises on corrective
counselling and training.
- Directly
supervises support staff; drivers and janitors.
Compensation and Benefits administration
Responsible for the administration of compensation and benefits defined in employment contracts and guided by corporate policy and statutory regulations;
Responsible for the administration of compensation and benefits defined in employment contracts and guided by corporate policy and statutory regulations;
- Coordinates,
researches company employee benefits for GM approval and implementation.
- Maintains
up to date knowledge of current laws, best practices and regulations and
initiates corrective actions where there are gaps.
- Provides
timely information to finance department on payroll salaries, benefits
deductions and staff over time.
- Implements
company health insurance and pension fund, reconciles monthly Health
Insurance statements for approval by Finance Manager.
Employee relations
Responsible for the maintenance of a good working environment for employees in compliance with corporate policy and statutory regulations;
Responsible for the maintenance of a good working environment for employees in compliance with corporate policy and statutory regulations;
- Maintains
confidentiality at all levels concerning employment, benefits and
salaries.
- Corresponds
with legal representatives to ensure compliance in Employment Laws &
employee conflict resolution.
Budget Control
- Gathers
and compile costs for HR budget and review with Finance Manager.
- Manages
HR and Office administration expenses within allocated budget.
General payments administrations
- Carries
out bank reconciliations.
Reports, communication and social interaction
Maintains functional contact with the General Manager, Department managers and staff within VTTI Kenya and also maintains contact with VTTI group HR staff and with external parties;
Maintains functional contact with the General Manager, Department managers and staff within VTTI Kenya and also maintains contact with VTTI group HR staff and with external parties;
- Interaction
and communication with management and employees in a confidential manner.
- Interaction
and correspondence with colleagues at VTTI headquarters in Rotterdam and
other global locations.
- Maintains
contact with various visitors and suppliers of office services.
- Provides
direct and indirect guidance on company procedures and local guidelines as
well as VTTI global policy.
- Monthly
HR and Administration reporting for local office and corporate office.
Performance Indicators
- Timeliness
of recruitment and deployment of staff.
- Completeness
and accuracy of HR records and documentation.
- Fulfilment
and adherence to personnel training schedules.
- Timeliness
and accuracy of salary and benefits payments.
- Completeness
and validity of salary and benefits data.
- Employee
satisfaction and retention.
- Management
of HR and administration expenses within allocated budget.
- Quality
of office supplies services.
- Compliance
with VTTI HR policy and the Kenya Employment Act.
- Compliance
with statutory requirements for payroll PAYE, NSSF & NHIF.
- Timely
and accurate bank reconciliations.
- Quality
and timeliness of the various reports.
Qualifications & Experience
- University
Graduate
- Human
Resource Management qualification.
- Minimum
5 years experience in a results focused, multi cultural, commercial
environment which includes experience in a Human resource management role.
- Knowledge
and experience of Kenya employment regulations.
Competencies
- Good
judgement and discretion.
- Social
empathy and ability to engage across all levels of the organisation.
- High
level of integrity.
- Good
communications and negotiating skills.
- Flexible
and Service orientated.
- Good
understanding of Accounting principles.
- Thorough
and attentive to detail.
- Orderly
and structured.
- Planning
and organisation capability.
For the above vacancy, kindly send your CV to
hr@mtt.vtti.com
You can now click on this link www.kenyanvacancies.com to visit our sister website for more vacancies.