SOS Children’s Villages in Kenya
Human Resources Officer – National Office
(1
Position)
Location: Nairobi
SOS
Children’s Villages in Kenya is a member of the SOS Children’s Villages
International (CVI) Federation.
SOS
Children’s Villages is a child-focused Non-Governmental Organization
established in 1973 to provide care and support to children who have lost or
are at risk of losing the care of their biological family.
The
organization’s vision is “No child should grow up alone” and its programmes are
driven by the mission of “building families for children in need, helping them
shape their own futures and sharing in the development of their communities”.
In
this regard, the organization works to reduce poverty; increase access to
quality education and decent work; reduce inequalities and build strong
institutions as laid out in SDGs 1, 4,8,10 and 16.
This is done through programmes that are geared towards addressing the political, economic, health and social root causes that lead to high levels of child vulnerability and put families at risk of breaking down. The programmes focus on Alternative Care, Family Strengthening, Youth Empowerment, Education, Health Care and Advocacy.
SOS
Children’s Villages in Kenya implements programmes in five (5) of Kenya’s 47
Counties namely Nairobi, Mombasa, Uasin Gishu, Kisumu and Meru.
We
seek to recruit suitably qualified person to fill the following position:
Human
Resources Officer – National Office Nairobi (1 Position)
Position
Summary: Reporting to the Senior Human Resource Officer, the Human
Resource Officer will provide administrative support to all Human Resource
functions to achieve overall implementation of human resource strategies,
policies, and procedures.
H/She
will support on documentation, leave administration, payroll administration, HR
Audit, HR Compliance etc.
In
addition, H/She will support and ensure that all projects comply with
established policies and procedures ensuring that organizational objectives are
supported and HR policies remain relevant.
Key
performance areas and main responsibilities
Contract
Management:
· Ensure
that all staff have valid contracts and this is captured in staff information
register
· Managing
general human resource administration processes through renewal of contracts
drafting letters for separating staffs, transfer, recommendation, transfers,
memos, bank letters, certificate of service and appointment letters, NHIF &
NSSF letters etc.
· Ensure
all signed contracts have been sent to the locations are received back and
filled appropriately
· Follow
up on all contracts that are elapsing and support supervisors to ensure Staff
Requisition Forms (SRF) are filled and approved
· Prepare
internship and volunteer contracts ensuring all supporting documents have been
availed before contracting
· Ensure
all documents leaving to the locations are keyed in the register for
accountability
HR
Records:
· Ensure
all staff files have the required documentations for all new hires and ongoing
staff and are up to date as per the checklist
· Regularly
update the staff information register incorporating the joiners, leavers and
change of work stations
· Ensure
accurate filing of all staff related correspondence
HR
Audit and Compliance:
· Ensure
that all files are audit ready by conducting spot checks
· Ensure
that all issues raised by the auditor are addressed in a timely manner
· Ensure
timesheets are submitted in a timely manner and forwarded to the finance and
Grants Officer in compliance with the internal and external guidelines
Employee
Relations:
· Ensure
internal memo or relevant news to be disseminated widely, timely and effectively
through different communication channels (e-mail, telephone, etc.) within the
company are done.
Leave
Management:
· Monitor
all staff leaves and ensure the filing of appropriate documentation
· Ensure
staff understand how to file for leave and proper handover is done for the days
not applied for
Payroll
processing
· Support
the SHRO to ensure all payroll updates are submitted by 20th date of each month
and all supporting documents are attached
· Support
the SHRO to update on all staff movement (New staff, deductions, revisions,
allowances, separations)
· Submit
new employees’ contract details for payroll processing
· Liaise
with payroll accountant on benefits data for final dues processing
Recruitment
& On/Off boarding
· Prescreen
shortlisted applications and share information with the hiring managers
· Support
in longlisting and prescreening of shortlisted applications and share
information with the hiring managers
· Maintain
tracking system and full documentation of recruitment processes
· Oversee
Onboarding process for all new hires; work closely with hiring managers and
other departments to coordinate and schedule key trainings, meetings,
technology and space
· Oversee
Off- Boarding process for all staff exiting the organization ensuring exit
interviews are conducted and filled
· Provide
excellent customer service via email, phone or in person; answers questions
from employees and the general public regarding human resources issues, and
responds to employment verification requests and other requests for information
HRIS/Benefit
Administration
· Prepare
all letters regarding benefits and send to the insurer ensuring all supporting
documents have been availed
· Develop
and maintain up to date benefits onboarding materials for new employees
· Establish
and maintain positive working relationship with all vendors and service
providers.
· Manage
the administration of employee benefits packages including health insurance
& retirement plans
· Working
with the Admin Assistant, ensure that all new staff are added into medical
cover and WIBA
· Liaise
with the medical insurance to ensure utilization reports, credit and debit
notes have been received in a timely manner.
Required
Qualifications/Abilities
1.
Bachelor’s Degree in Human Resource Management from a recognized institution
2.
Must be a member of the Institute of Human Resources Management (IHRM) Kenya
and in good standing
3.
Minimum three (3) years’ experience in general HR management in a similar role
in the NGO
4.
Must have completed or is in Level 3 of CHRP
5.
Familiarity with Kenya Employment Act and other labor related laws/Acts
6.
Strong interpersonal skills and the ability to communicate clearly both
verbally and in writing, coupled with the professional credibility required to
influence and motivate others to achieve results
7.
Demonstrate high integrity and maintained of strict confidentiality
8.
Proficiency in Microsoft Office products (Word, Excel, Outlook, PowerPoint) and
ability to use the internet to obtain data and reference materials.
9.
Proven ability to plan, organize and prioritize work, together with the ability
to remain calm under pressure often in difficult circumstances and not lose
sight of operational priorities.
10.
Competence in numeracy is essential.
11.
Fluency in written and spoken English is essential
12.
Customer centric attitude with strong process management skills
13.
Analytical – synthesizes complex or diverse information; collects and
researches data; uses intuition and experience to complement data; designs work
flows and procedures.
14.
Able to work under pressure, with strong organizational, planning,
prioritization and execution skills and the ability take accountability for
results and achievement of objectives.
15.
Enthusiastic, decisive, pragmatic and dynamic hands-on individual with a sense
of urgency, attention to detail, thoroughness and unquestionable integrity.
Child
Protection Policy
At
all times, avoid actions or behaviour that could be construed as poor or
potentially abusive practice. Whatever decisions and actions taken should be
with the best interest of the child in mind.
Data
Protection Policy
At
all times ensure that personal data of donors, sponsors, SOS Children’s
Villages Kenya beneficiaries and their families as well as co-workers is
handled confidentially and in accordance with prevailing SOS-Kinderdorf
International data protection laws.
How to
Apply
If
you believe your experience, competencies and qualifications match the job and
role specifications described; send your application & updated CV (with
details of at least 3 traceable referees one of which must be immediate former
employer) to recruitment@soskenya.org addressed to the Human Resources Manager
to reach us on or before 5th February 2023.
Please
specify the position of interest.
SOS
Children’s Villages in Kenya holds strict child safeguarding principles and a
zero-tolerance policy for conducts of sexual harassment, exploitation and abuse
in the workplace, code of conduct and other places where the organization’s
activities are rendered.
Parallel
to technical competence, recruitment, selection and hiring decisions will give
due emphasize to assessing candidates value congruence and thorough background
checks, police clearance reference check processes.
SOS
Children’s Villages in Kenya is an equal opportunity employer and its
Recruitment Policy addresses itself to the core values of best practice,
diversity and equality.
Only
shortlisted candidates will be contacted.
