Organization
and Program Overview: The Centre for Victims of Torture (CVT) is an international
non-governmental organization based in Minneapolis, USA.
Founded
in 1985, CVT was one of the first organizations in the US dedicated to
providing care and rehabilitative services to survivors of politically
motivated violence and torture, earning international recognition as a provider
of psychosocial training and direct services.
The
goal of CTV is to heal the wounds of persons affected by torture and to stop
torture worldwide.
CVT
Kenya has offices in Dadaab and Nairobi, to address the mental health needs of
survivors of torture, violent conflict and SGBV.
Position Title: HR / Admin Assistant
Location: Dadaab, Kenya
Reports to: Hierarchically to Field Coordinator and functionally to the HR/Admin Officer
In Nairobi
General Position Summary: The Human Resources Assistant will assist with the administration of the day-to-day operations of the human resources functions and duties.
Position Title: HR / Admin Assistant
Location: Dadaab, Kenya
Reports to: Hierarchically to Field Coordinator and functionally to the HR/Admin Officer
In Nairobi
General Position Summary: The Human Resources Assistant will assist with the administration of the day-to-day operations of the human resources functions and duties.
The HR
assistant will carry out responsibilities in some or all of the following
functional areas: Management of personnel according to CVT Policy and Kenya
Labour Law, Management of the communication system of the Dadaab office, leave
administration, orientation among other responsibilities.
Essential functions include [but are not limited to]:
Essential functions include [but are not limited to]:
- Respect
the Kenya Labour Law and CVT Kenya staff policy when dealing with matters
related to human resources.
- Management
of personnel files: Open new personal files for each new staff.
Ensure that all personnel files have all documents deemed important for
each staff. Organize the employee personnel files into sections for easy
retrieval of documents. Ensure HR cabinets are lockable and are safe to
keep HR personal files. Organize the filing system by ensuring that all
files are labeled, and old files are archived.
- Instrumental
in providing technical and administrative support in recruitment
activities including identifying vacancies, confirming specifications and
availability of resources, drafting advertisements and liaising with the
main HR office for the vacancies to be advertised
- Effectively
participate in and coordinate the interview process as a panelist, recording
minutes and ensuring that the selection process is comprehensively done
and concluded as per CVT HR policies and guidelines and The Kenya Labour
Law.
- Facilitate
orientation and related on-boarding procedures for all new staff, plus
continuously review and update the induction package to ensure it is up to
date;
- Ensuring
all departments carry out the performance management processes as
scheduled, while providing technical support to the line managers and
staff on the process/ tools.
- Prepare
and update monthly staff contact Submit to Nairobi office as required.
- Prepare
daily staff headcount report using information from staff movement, and
staff headcounts and submit a report to FC on weekly basis.
- Examining
employee performance records to identify areas where employees could
improve through job skills training or employee development, such as
seminars or workshops on leadership techniques. Advise management on staff
professional development.
- Prepare
employee separation notices and related documentation, and conduct exit
interviews to determine reasons behind separations.
- Investigate
accidents and prepare reports for insurances.
- Coordinates
Safety Committee meetings and acts as Safety lead person.
- Open
files for all staff Prepare and keep a log book for timesheets and daily
working hours.
- In
collaboration with the Nairobi HR/Admin Officer, Finance Officer and
Finance Controller, follow up the performance of the medical service
provider (insurance) for CVT Dadaab staff. Make recommendations on
improvements to medical scheme. Coordinate with insurer on presentations
related to the policy. Follow-up on refunds.
- Make
sure each staff member understands the CVT Kenya Policy Manual and is
aware of his/her rights and obligations related to the contract. Conduct information
sessions of the policy before staff members sign contracts.
- Protect
the confidentiality of personnel and individual information.
- Play
a key role in conflict prevention, resolution and management and
Record proceedings during disciplinary hearings
- Prepare
a peaceful working atmosphere. Manage housekeeping and space planning.
- Assist
the Nairobi HR/Admin Officer to make travel arrangements for staff and
visitors on ECHO and UNHAS flights to and from Dadaab.
- Reviews
leave applications, update the leave history as well as manage the leave
schedule and prepare the schedule for R and R.
- Take
lead in organizing official functions in identifying suitable venues and
sampling appropriate services at competitive rates. Take lead in team
building.
- Management
of Communication system in the Dadaab project: Management and the
distribution of communication to staff and other CVT locations as
appropriate.
- Prepare
and distribute any memo related to the Personnel.
Qualifications
& Competencies:
- A
Bachelor’s Degree or Higher Diploma in Human Resource, Business management
or a related qualification from a recognized
institution.
- Minimum
3 years professional experience preferably in an international
organization.
- Sound
knowledge of Kenya Labour laws
- Ability
to maintain confidentiality
- Ability
to work effectively with diverse groups and establish and maintain
collaborative relationships with project partners and staff. Must be
highly organized
- Computer
literate with ability to use Microsoft Office packages & any HR
management system
- Ability
to take initiative and work independently
- Commitment
to and understanding of CVT’s vision, mission and values.
- Good
inter-personal skills; possess the ability to interact with all levels of
staff as well as both internal and external clients.
- Proven
ability to organize, prioritize and complete work under tight deadlines.
- Analytical
skills and problem solving skills
How to
Apply:
Interested candidates are requested to email their application letter and attached updated CV including Telephone contact and email of 3 referees to cvtkenyajobs@gmail.com.
Interested candidates are requested to email their application letter and attached updated CV including Telephone contact and email of 3 referees to cvtkenyajobs@gmail.com.
Only shortlisted candidates will be contacted for interviews.