Job Title: HR Officer
Hiring Organization: Lao
Mai Holdings
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Health,
Beauty & Wellness
Job Type: Full
Time
Salary: KES
Competitive
Date Posted: 03/27/2024
The
incumbent shall be responsible for HR operations and administration across all
HR processes
Roles
and Responsibilities
HR documentation
- Employee
file creation as per checklists
- Subject
files and other HR correspondences
- System
documentation to be in line with the physical employee files
- Proper
outlay and cataloging of documentation and ease of retrieval
HR Leave
administration
- Updates
and keeps real time balances and utilization on excel and aligns with
system data and resolves any discrepancies.
- Records
and computation of employee leave days
- Shares
a leave utilization report by the 3rd of every month
- Shares
a leave compliance report by the 3rd of every month
- Coordinate
with line managers and make final leave plans and the institutional leave
plan
- Compute
and present leave days for approval by the HR Manager
Probation
administration
- Conduct
initial objective setting for employees on probation with line managers
- Conduct
joint probation review session with staff, line managers and Human
resources
- Tracking
probation ending and establishing of probation review dates with employees
and line managers
- Prints
probation reviews for actual signing by employees
- Documents
probation reviews by filing in PFs
- Prepare
and submit probation reports appropriately and timely
- Propose
new KPIs where necessary in line with assessed probation objectives
External
background checks
- In
charge of external background check coordination with suitable companies
- Ensure
employee fill all necessary forms to authorize the conducting of the
background checks.
- Maintain
proper records of the returned background checks through proper filing of
the same.
Contract
administration
- Preparation
of employee contracts
- Facilitation
of sign offs at the operational level with employee
- Notifies
employees and HR & Admin manager on the expiries of contracts, 2 weeks
before expiries
- Records
and updates contracts database
- Uploading
of contracts on the document slots on the work pay system
- Tracking
expiry and renewal of contracts
Performance
administration
- Updating
on daily basis
- Liaising
with finance for daily individual performance data
HR MIS –
Work pay system
- Prepares
employee work pay onboarding templates and submits to HR Manager
- Updates
the onboarding workflow in work pay for all companies
- Invites
members of staff or users of the work pay system
Exits
administration
- Conducts
employee exit interviews
- Facilitation
of clearance process and documentation.
- Maintains
a prudent record of the exit files
Medical
scheme administration
- Maintains
an up-to-date medical scheme database
- Adds
new and removes exits by liaising with the scheme administrator
- Follows
up on credit notes
- Assisting
employees facing any challenges
Rules,
regulations, policies and procedures
- Responsible
to suggest proposals on policies aligned to the key processes in his
section
- Develops,
reviews and follow through on implementation of the approved rules,
regulations, policies and procedures
Organizational
culture
- Organizes
culture activities
- Posts
encouraging extracts on our culture group
Recruitment
- Advertising
of vacant positions using the approved agencies
- Long
listing and Shortlisting of candidates
- Conducts
phone interviews, online video interviews
- Prepares
interview score sheets
- Keeps
interview attendance registers
- Adjudicates
the written tests
- Coordinates
interview sessions and keeps records of interview notes as required
Performance
Management
- Preparations
of performance review tools
- Notify
employees & line managers two weeks before end of Quarterly periods
- Organize
the review sessions by setting up meetings on email calendars and inviting
staff and line managers
- Take
minutes of the review process
- Prints
probation reviews for actual signing by employees
- Documents
probation reviews by filing in PFs
- Documents
aftermath of performance appraisals
Background
checks
- Issues
new employees with in house background check authorization tools
- Conducts
preliminary background checks within 2 days of after start of onboarding
- Shares
preliminary background check results with HR & Admin Manager
- Prepares
requisitions and follow up on payment for the approved requisitions
Staff
uniforms
- Maintains
a real time record of uniform stocks
- Coordinates
uniform measurements
- Organizes
for fittings
- Ensures
all staff have the correct uniforms
- Raises
uniform requisitions
HR
Administration
- Prepares
all administrative letters
- Prepares
daily reports: – Time and Attendance, performance discussions from
employees and line managers and its analysis.
- Handles
Crayson Admin work
- Does
Angrac minutes
- Raises
requisitions and keeps a requisitions file
- Ensures
there are sufficient stationery in the organization
- Ensures
all printers are in good working conditions
- Deals
with staff asset issuance data
Disciplinary
handling
- In
charge of the disciplinary records which is kept in systematic
order
- Prepares
show cause letters for HR & Admin Manager reviews
- Prepares
charge sheets delegated
- Follows
up on responses
- Does
hearing invitations within 2 days of receipt
- Prepares
case summaries for employee consumption
- Takes
hearing minutes
- Files
all records systematically in personal files (PFs)
- Does
a disciplinary report on the frequency of issues affecting staff
Summary
discussions
- Keeps
track and records of all summary discussions
- Guides
line managers on summary discussions
- Reports
to HR & Admin Manager on matters affecting employees
- Conducts
reviews of summary discussions with managers
Rules,
regulations, policies and procedures
- Responsible
to suggest proposals on policies aligned to the key processes in his
section
- Develops,
reviews and follow through on implementation of the approved rules,
regulations, policies and procedures
Qualifications
and skills
- Degree
in human resource management from a recognized institution
- Minimum of 5
years minimum experience in a similar position
- A member of
IHRM.
- Should have
attained upto CHRP part II
- Excellent
communication and customer service skills
- Strong
Negotiation skills
- Attention
to details
- Smart
Critical thinking and decision-making
- Good
time management
- Problem-solving
skills
- High
sense of integrity
- Continuous
learning and research
How to
Apply
If you
are up to the challenge and possess the necessary qualifications and
experience; please send your CV only quoting the job title on the email subject
(HR Officer) to recruitment@laomaiholdings.co.ke
before 16th April 2024
