This post reports to the People and Development Manager and provides essential administration of a range of HR functions enabling the smooth running of Marie Stopes Kenya.
Stationed within the People
and Development department, the position is part of a team that provides active
support to all teams by ensuring that systems, policies and procedures are
adhered to. Specifically, the HR Function led by the Director operates to
enable the strategic engagement of human resources in excellent sexual and
reproductive health operations through: planning, recruitment, selection,
remuneration, development and retention with policy and practice that results
in high quality performance by excellent staff.
Key Responsibilities
- Assist
in the recruitment and selection of staff in line with the organizations’
policies and requirements
- Manage
new staff on boarding schedules
- Maintain
an effective Human Resource Management Information System (HRMIS) system
through accurate data entry; ensure that both physical and electronic
staff records are stored securely and are private and confidential.
- Manage
staff leave and attendance records
- Draft
HR related documents such as letters, memos and contracts.
- Respond
to HR queries from staff as required.
- Ensure
that changes in staffing by way of exits, promotions, are well documented.
- Manage
the HR files. This includes ensuring accuracy and completeness of files.
- Ensure
that all staff members are registered for NSSF, NHIF, WIBA, among others
- Write
and file minutes for staff meetings, town hall meetings or as requested
- Maintain
a database of staff lists for compliance purposes
- Conduct
reference checks for new hires
- Process
payments both internally and externally for suppliers and contractors for
the departments.
- Manage
staff exit processes including exit interviews and hand over of MSK
property.
- Manage
short-term staff contracts. Ensure that contracts are well managed by
tracking start and end dates and send reminders to line managers when
contracts near expiry.
- Manage
staff probation by following a probation tracker and ensuring that after
probation assessments are done. Issue confirmation letters post-probation.
- Liaise
with service providers as required. These include the medical service
providers, legal counsel, insurance provider and utility providers among
others.
- Ensure
that all staff members have staff IDs and access to the HRMIS
- Assist
in payroll preparation including providing monthly inputs including new
entrants into the pension scheme after successful completion of probation.
- Assist
in processing of HR related insurance covers and claims
- Ensure
that all OGMS forms are correctly filled with SMART objectives and filed
in staff files. Capture all training needs from the set OGSMs and keep a
database of training requests and approvals.
- Ensure
that mid and end year reviews are submitted by staff and filed in their
respective HR files.
- Manage
documents on behalf of MSK for the NGO Board and Immigration
- Submit
HR documents and files as required by auditors or external parties.
Qualifications:
- Degree
in Human Resource Management with at least 3 years of progressive
generalist HR experience
Skills:
- Organisation
skills are critical with high word processing and excel proficiency
- Knowledge
of share point and/or strong willingness to adopt new technology critical
- Excellent
communications skills internally and externally
- Confident
in providing information as requested and taking initiative as required
- Proven
discretion
How To Apply:
Suitable and qualified
internal candidates should email one document combining an application letter
and CV to pd@mariestopes.or.ke on
or before 23rd February 2023. The
subject of the email should read People
& Development Officer. Applications will be reviewed
on a rolling basis. Do not attach certificates and testimonials. Marie Stopes
Kenya is an equal opportunity employer and does not ask for fees at any stage
of the recruitment process. Successful candidates must abide by MSI’s Antifraud
& Bribery Policy and Safeguarding Policy, including protection of children
and vulnerable adults. Only shortlisted candidates will be contacted.
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