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Human Resource Officer Job in Kenya - NGO

Mercy Corps has recently been awarded a 3-year program under USAID’s Yes Youth Can initiative, covering six regions in Kenya; Western, Nyanza, Rift Valley, Central, Nairobi and Coast.

The core of this program is a Youth Innovate for Change Fund (YICF), which will be a youth-owned, youth-led and youth-managed financial facility to support local solutions for community economic development as it grows in value.

This program aims to appropriately empower Kenyan youth (15-35yrs) to strengthen their socio-economic and political stakes through youth-led and managed initiatives and institutions.

The YICF will in the first three years provide sustainable financial and skills development assistance to approximately 200,000 youth through a variety of youth-identified social and economic community development projects.

General Position Summary:

The Operations Department provides program support functions for the Country and Field Offices including Procurement, Logistics Human Resources and Administration. The Human Resource Officer is tasked with managing and coordinating all personnel matters in the six regions mentioned including Nairobi.

The office management requires the standardized implementation of all Human Resources policies and procedures with involvement and oversight of the day to day activities. The Human Resource Officer will ensure timely reports and updates are provided back to staff, field offices and program management.

The Human Resource Officer works closely with their counterparts in Field Offices, Program and Finance Management on recruitment of staff and human resource planning.

Essential Job Functions:

  • Ensure the uniform implementation of Mercy Corps’ Human Resources guidelines, as well as donor guidelines where applicable, across field offices
  • Ensure the recruitment of national staff adheres to the standing Recruiting Policies and Procedures of MC Kenya
  • Responsible for maintaining personnel files for all staff – including recruitment documents, CVs, valid contracts, PAFs, timesheets, employee data sheets, disciplinary papers and performance evaluations:
  • Ensure participation of HR Department in interviews for new staff;
  • Ensure Salaries and benefits adhere to Mercy Corps salary scales and standing protocols:
  • Ensure Mercy Corps Kenya personnel policies strictly adhere to Kenyan labour law as applicable. The includes payment of appropriate taxes, benefits etc.;
  • Maintain a tracking system for all types of leave of all employees;
  • Maintain up-to-date staffing lists by program and department;
  • Ensure that employee performance evaluations are completed as scheduled;
  • Ensure that all national staff have an up-to-date relevant job description;
  • Maintain annual holiday schedule including determination of exact holidays in advance of the holiday (as possible) and inform all staff;
  • Coordinate coverage for operations during annual leave of key national staff with Head of Office or Operations Manager;
  • Oversee the monthly procedure of timesheets for all staff including collection, review and compilation into payroll; train new staff on timesheet procedure;
  • Process monthly payroll in conjunction with Payroll finance staff and ensure payroll is delivered in a timely manner to all provinces;
  • Maintain national staff I.D. cards;
  • Assist with operational budget for staff coverage as requested;
  • Maintain an updated and executable human Resource Plan on a regular basis. This plan should be shared as part of report to the Director of Operations /Country Director.
  • Responsible for the orientation of all new, national staff on Mercy Corps Kenya systems, policies and procedures;
  • Ensure all new staff receives copies of the Kenyan National Staff Policy Handbook and are alerted to benefits. Continue with support and advice on policies, as required;
  • Advise staff (national and international) on disciplinary procedures;
  • Advise staff (national and international) on raise policies and procedures;
  • Assist Head of Offices in conducting or arranging for trainings and/or other human resource development activities;
  • Oversee the clearance of terminated employees, as per MC Kenya policies and procedures;
  • Participate in disciplinary, hiring and termination meetings with program staff upon request;
  • Maintain confidentiality of all national staff personnel issues including disciplinary procedures and contracts/ pay rates;
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
  • Other duties as assigned.
Organizational Learning

As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

Accountability to Beneficiaries

Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility: NA

Accountability: Compliance with MC and USAID regulations and policies

Reports Directly To: Director of operations

Works Directly With: CoP’s, Program Manager, Finance Manager, Heads of offices.

Knowledge and Experience:
  • A minimum of 3 years of experience working in international relief or development in management of human Resource and administration with an international NGO.
  • Previous experience with a USAID grant
  • BA/BS or equivalent in a relevant field. Professional training and experience in Human Resource Management and development desired.
  • Demonstrated experience in understanding Kenya labour laws
  • Familiarity with Mercy Corps Office in a Box, Finance and compliance systems.
  • Excellent computer skills in Excel
  • Demonstrated ability and desire to train and build capacity of staff.
  • Fluency in written and oral communication in English required.
Success Factors:
  • Demonstrated ability to provide leadership and communicate effectively with team members of varied personalities
  • Demonstrated capacity to manage diverse teams in high-pressure context.
  • Demonstrated ability to train, coach and build capacity of staff of varying skill, experience and aptitude levels. Building the capacity of staff will be a key success factor.
  • Demonstrated flexibility and creativity in planning and problem solving.
  • Proven ability to learn quickly, take initiative, and be accountable for results.
  • Awareness of and sensitivity to multi-cultural international development work.
  • Even temperament and a good sense of humor are appreciated.
  • Proven ability to follow procedures and meet deadlines.
  • Commitment to transparency, accountability and compliance with donor, organizational and national policies and regulations.
Living /Environmental Conditions:

The position will be based in Nairobi, with 25% field travel.

Interested candidates who meet the above required qualifications and experience should submit on or before Jan 30th Jan 2012 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent or supervisor) to 

Applicants must clearly indicate on the email subject “Application for the position of "Human Resource Officer”.

Applications without this subject heading will be disqualified.

Please do not attach any certificates.

Potential candidates will be interviewed as applications are received.

Only qualified short-listed candidates will be contacted

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