Job
Title: HR/ Administration Officer
Hiring Organization: Independent Medico-Legal Unit
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full Time
Salary: KES
Date Posted: 06/03/2024
Job
Purpose
The
purpose of the position is to provide support in all HR, procurement, and
general administrative function to the entire company and all members of the
IMLU secretariat.
Main Responsibilities Of The Jobs
Managerial
/ Supervisory/ Operational Responsibilities or roles:
Works in
collaboration with all departments to analyze recruitment challenges, identify
methods and processes, optimize recruitment tools, and attract the most
suitable candidates in a timely manner.
Manage
the full cycle of talent sourcing, recruitment, and onboarding
Ensure
registration of new employees to Insurance medical schemes and update the
medical scheme database including processing staff badges and business cards
for all employees
Organize
the employee onboarding process, including setting up HR records, registering
statutory deductions; and ensuring availability of email, laptop, and other ICT
equipment at the start of employment.
Coordinate
the staff induction process; introduce the HR Manual, employment contract,
policies, etc
Ensure
coherence and continuity in the administration and management of employees’
files
Ensures
proper job descriptions are available for all functions and continuously adapts
them in coordination with the relevant supervisor to operational requirements.
Handle
employee grievances and disciplinaries within the provisions of staff
regulations and labour laws, participating actively in conflict resolution
Support
the handling of legal cases in liaison with the Executive Director
Manage
the performance process and ensure procedures are communicated and followed,
from the initial performance reviews to ensuring periodic supervisor-supervisee
conversations are happening to the formal annual performance evaluations
process.
Monitor
probation periods, contract duration, and notice periods; report timely to the
ED for action and communication to the employee.
Serve as
subject-matter expert in HR management and advise on HR actions to mitigate
risk and protect the organization.
Manage
the periodic analysis and improvement in human resources strategies, policies,
and practices to support a dynamic team.
Assess
staff capacity and identify training needs for continuous professional
development of all staff
Monitor
legislative changes to employment regulations, ensure the HR Policy Manual is
updated accordingly and HR function employs work best practices
Monitor
various types of leave according to the entitlements reflected in the HR Manual
and ensure proper documentation
Responsible
for the management of all Human Resources Records and data
Draft all
HR and administration letters while managing incoming and outgoing
correspondences
Provide
reports on various aspects relating to staff e.g. turnover rates, exits, and
leave numbers to the ED
In
consultation with the ED, renew all staff contracts and coordinate updating of
all Job descriptions
Assist in
the implementation of the IMLU’s welfare programs and participate in appointed
committees.
Participate
and provide advisory support to the Extended Senior Management Team (ESMT)
Model and
promote IMLU’s values, culture and inclusive practices and promote disability
and gender equality with colleagues.
Champion
PSEA, DEIB initiatives, and staff wellness programs.
Take on
other tasks that are aligned to the position, as may be assigned by the line
manager
Responsibility
for physical assets
Computer
Office
Furniture
Office
phones
Knowledge,
Skills And Experience
Minimum
level of academic qualification, skills, and knowledge required to perform
effectively in the role:
Bachelor’s
Degree in Human Resource Management, Business Administration, or any other
related
field.
Minimum
level of professional qualification required to perform effectively in the
role:
Higher
Diploma in HRM or CHRP or a related field
Minimum
level of personal and professional experience required to perform effectively
in the role:
Experience
in employee relations, welfare, and general office administration.
Minimum
months or years of experience required to be appointed to the position:
Minimum:
3 years experience in relevant field.
Desirable:
4 years experience
Key
Performance Indicators
Accuracy
of HR records
Effective
administration of HR Registry – Database/HRIS
Compliance
with HR Policies
Clean and
tidy work environment
Skills
Technical:
Accuracy, Numeric/ Measurement/ computing, Analysis /Statistics, Budgeting,
Record Keeping, Report Writing
Human
Relations: Leadership, Communication, Training and Development, Group
Dynamics/Team Building, Conflict Resolution, Negotiation skills.
Conceptual:
Environmental Scanning, Objective Setting and Planning, Organisational Design,
Monitoring and Evaluation
How To
Apply
Do you have the experience and
qualifications we are looking for? If so, please send your one-page application
letter and your CV, including your current salary, expected remuneration, three
professional referees (one of which must be your current or recent line
manager), and daytime telephone contacts to: jobs@imlu.org with the
job title as the subject matter by 5.00 pm on 14th June 2024. A thorough
reference check will be conducted. IMLU’s selection processes reflect our commitment
to a diverse and inclusive environment.
