Human Resource Officer
Position: HR Officer
Location of activity: Nairobi, Kenya
Duration: 11 Months (From
February 2023 to December 2023) with possibility of extension
Direct supervisor: Head of Support Service
Peace Winds Japan (PWJ) is
a Japanese Non-Governmental Organization established in 1996. PWJ has been
providing humanitarian and development assistance for people affected by forced
displacement and natural disasters in more than 20 countries in the world.
PWJ launched its mission
in Kenya in 2012 and has been implementing projects funded by UN agencies and
the government of Japan in shelter, WASH and youth development to improve
living environments of refugee and host populations while promoting peaceful
coexistence and self-reliance in the communities in Dadaab, Kakuma and
Kalobeyei.
In Turkana and Garissa Counties, PWJ is actively engaged in promoting sustainable solutions for protracted refugee situations through its WASH, shelter food security and livelihood projects in line with the National Government of Kenya as well as County Governments strategic plans. PWJ is assigned as an implementing partner for UNHCR responsible for WASH, Shelter and Supply chain supports for Dadaab Refugee Camp, Kakuma Refugee camp and Kalobeyei Integrated Settlement.
The country office in
Nairobi supports the local office team to ensure quality and accountable
operations on the ground, as well as overall operation management,
co-ordination with partners and resource management including fund raising at
the country level.
JOB OVERVIEW
The position holder is
responsible for giving advice on the transparent implementation of HR
strategies, effective delivery of HR services and management of the HR for the
entire PWJ Kenya operation in close collaboration with HR officers in the field
offices. He/she assesses HR needs, interprets and applies HR strategy and
policies, rules and regulations, establishes internal procedures and provides
solutions to a wide spectrum of complex HR issues in liaison with the Head of
Support Service. HR officer is expected to contribute to building a conducive
working environment and maintaining staff morale so that the teams can deliver
results.
Duties &
Responsibilities
Recruitment
- Initiate
competitive recruitment processes (from the review of job descriptions to
the screening of candidates) and manage the process in a timely manner
- Coordinate
with respective management and technical staff members for conducting
recruitment and selection processes in line with the organization’s
guidelines and policies, leading to the timely sourcing, selection and
placement of the required talent.
- Prepares
job offers for successful candidates and relaying feedback to an
unsuccessful candidate
- Coordinate
the on boarding process and ensure all newly recruited staff have a good
understanding of organization’s values, approaches, policies, procedures,
strategies and operations.
Performance Management
- Contribute
in development of performance management process and tools
- Facilitate
regular performance monitoring exercises among the teams in coordination
with the head of support services and area managers
- Organize
and facilitate trainings to embrace a performance management culture in
the organization on need basis
HR Reporting and Advisory
- Provide
advice and support to managers and staff on human resources related
matters.
- Advocate
for the best application of HR practices, staffing, development, and
organizational planning and design.
- Review
policies and procedures and recommend changes as required.
- Compile
updates and HR Management reports.
- Periodically
review organizational charts to ensure that they are up to date, reflect
current staffing levels and payroll and conform to the PWJ policies.
Monthly payroll processing
& Benefits
- Prepare
the payroll and verify their accuracy on HR software in place.
- Prepare
schedule and forward it to finance department for salary processing each
month.
- Check
the eligibility of the employees for salary advances and leaves
- Print
the pay slips and filing them
- Prepare
the quarterly tax returns declarations
- Ensure
enrolling of new employees on the benefits such as medical insurance
- Lead
in carrying out salary surveys ensure the organization remains competitive
Staff development support
- Identify
and analyze staff development and career support needs and design programs
to meet identified needs.
- Prepare
monitoring reports on staff development and career support programmes
based on performance development plan,
- Assesses
training needs in liaison with the HR Manager and respective Line Managers
- Assist
in identify training programs and programs for staff at all levels
throughout the organization
HR Operations
- Input
data for new staff on to the staff database-contract dates, statutory
information-NSSF, NHIF, ID, Pin, job titles etc
- Maintain
employee files by making sure all personnel files have the necessary
documents-contracts, personal information form, performance appraisals,
statutory documents, academic certificates, CVs etc
- Update
the database to show the following information- end of contracts,
terminations, promotions, salary changes, performance based annual
increments.
- Maintain
the leave/break database for all staff in collaboration with field
HR/admins from the field
- Maintain
records on contract expiry dates and flagging contracts that are due to
expire 1 month prior to the end of contract.
- Maintain
records of timesheets follow up duly signed copies of the timesheets is
submitted on time by the field HR/admins
- Prepare
and monitor the details of all staff contracts. Ensures all staff have
valid employment contracts.
- Monitor
annual leave, sick leave entitlements for all national staff. Works with
all supervisors to ensure that they have a leave plan in place for their
teams.
Other duties
- Support
in Organizational Development (Organizational Culture, Organizational
Structures, HR systems review)
- Support
change management, by providing advice on the implementation and
monitoring of HR programs, and by advocating for the best application of HR
practices.
- Advise
and counsel staff in respect of rights, responsibilities, code of conduct
and difficulties associated with work and entitlement.
Qualifications
Education
Bachelor degree in Human
Resources Management or a Bachelor’s degree in business administration and/or a
Diploma in Human Resources Management/Business administration.
Experience
- 5
years relevant experience in a similar position or as a Human Resources
Officer in a busy Organization.
- Microsoft
Office packages application
- Membership
certificate of recognized practitioner organizations such as Institute of
Human Resources Management (IHRM) is added advantage
Competencies
- Excellent
knowledge of Kenyan labour legislations.
- Proven
skills in conflict resolution.
- Proficiency
in Microsoft Suite.
- Excellent
interpersonal and negotiation skills.
- Excellent
People Management skills.
- Demonstrable
behavioral competencies including; Diversity, Proactive -Problem Solving,
Stress Tolerance, Collaboration, Coaching, Developing Teams, Planning and
Organizing, Managing Performance for Success and Delegating Responsibility
General obligation and
tasks
- The
Employer stipulates the right to assign the Employee any other kind of
work derived from his/her specialization. In case of urgent work and such
like the Employee may be asked to work overtime as well as during public
and other holidays.
- Adhering
to all PWJ’s policies and procedures at all times.
- Deliver
project objectives within time, resource and budget constraints.
- Correctness
and completeness of given tasks.
- The
Employee takes over the responsibility for all entrusted material or cash.
The Employee is obligated to cover all damages or losses caused by his
carelessness.
- Prompt
providing of all relevant information to his/her supervisor
- Maintain
confidentiality of all information gained from employment within not
publicly available.
- Representing
and upholding the values of PWJ at all times.
- Behave
in appropriate manners at all times and in all places.
Language skills
- English:
professional fluency
- Kiswahili:
native/advanced
We are looking to recruit Kenyan national candidates only. Interested
and qualified candidates are cordially invited to send a cover letter (1 page)
indicating motivation and salary expectation and resume (3 pages) as one pdf
document no later than 3rd February 2023 to: recruit@peace-winds.or.ke. When applying indicate the
title this position: HR Officer_Nairobi on
the Subject line. Only shortlisted candidates will be contacted and due to the
urgency to fill this position, shortlisting and interviews will be conducted on
rolling basis.