HR and Administration Officer Job in Kenya

Vacancy: HR and Administration Officer
 
The job holder is responsible for implementation of all organizational strategies relating to the resourcing, outsourcing and administrational functions of the organization. 

Principal Responsibilities / Accountabilities

1. Resourcing Function
  • Preparing recruitment proposals/terms and conditions/ LOA for clients
  • Preparing and placing job adverts in a wide range of media (e.g., newspapers, website)
  • Conducting a search of the candidate database to find an appropriate match for client needs.
  • Preparing and conducting interviews
  • Preparing CV’s and correspondence to forward to clients in respect of suitable applicants
  • Conducting reference checks for shortlisted candidates and ensuring that referees respond in good time
  • Raising invoices for clients once a candidate has been successfully placed.
2. Outsourcing Function
  • Conveyance of outsourcing proposals to clients
  • Key contact person for the OS contractors – handling any changes or alterations to contracts.
  • Contract Management - drafting employment contracts for outsourced contactors, periodic reminder to clients when contracts are about to expire
  • Organizing for replacements should any of the OS go on leave or fall ill and the client requires a back fill.
  • Handling all administration functions associated with outsourced contractors i.e. insurance and pension, ensuring all deductions, e.g. PAYE, NSSF, VAT, Sacco, pension DIT, &Coke lunch are remitted on time.
  • Ensuring timely filing of PAYE returns to the regulators on quarterly basis
  • Ensuring that the contractors receive their end year individual returns (P9 forms) on time.
  • Updating and maintaining statutory records such as NSSF & NHIF
  • Billing and invoicing of clients on a periodic basis as stipulated in the agreement.
3. Operations Management
  • Assist in keeping track of organizational finances by preparing a schedule for any payments and receipts to provide a guideline of what is expected vis a’ vis what will be expensed and amounts owed.
  • Records management - filing and maintaining all documents relating to Human Resource    
  • Credit Management -following up on monies owed to client, ensuring that the clients provide the right documentation with the payment .i.e. Withholding Tax certificate, where the client has withheld any monies.
  • Working with the auditors and accountants to ensure organizational compliance
  • Counter checking that the payroll system is run accurately on a monthly basis
  • Assist in the management of client operations e.g. ensuring that suppliers are paid on time
  • Assist in dealing with external matters such as liaison on behalf of the company to third parties such as Custodians, Administrators, System vendors and other business linkages.
Performance Standards:
  • Periodic reports availed as and when required
  • Accurate billing and invoicing of clients
  • Timely remittance of all statutory deductions
  • Smooth running of client operations
  • Accuracy and availability of all HR records
Knowledge, Skills, Experience and Personal Attributes Required:       
 
Qualifications & Experience
  • Bachelor’s degree in humanities
  • Relevant qualifications in HR
  • At least 4-5  years HR experience
Essential Competencies & Personal Attributes
  • Managing client relationships
  • Ability to manage time, set priorities and plan workload to meet objectives
  • Business Acumen
  • Effective writing skills including the ability to prepare reports and proposals ,
  • Accurate and attention to detail.
  • Proficiency in Business Language
  • Analytical and problem solving skills
  • Possess high sense of integrity and confidentiality
  • Pleasant personality, self-driven and able to work under minimum supervision
  • Good communication and interpersonal skills
  • Enjoy interactions with people
  • Can juggle different tasks while still paying attention to detail
  • Enjoy writing and his/her spoken and written English 'near perfection'
  • An avid reader and can discuss myriad of topics keeping it interesting
  • Can lead people in your area of influence
Candidates earning more than Kes 50,000 need not apply.

Application Procedure:
 
Applicants should email their cover letter and CV with names of three referees who can provide confidential assessment of their capabilities. Indicate on your CV your current and expected salary.

All communication relating to application for these positions should be addressed to:  therecexpert@gmail.com

On the subject matter of the email, ensure you indicate the position you are applying for.

Applications should be received by 31st December 2014.


Please note only shortlisted candidates will be contacted.