Job Title: Human Resource and Administration Manager
Hiring Organization: SOS Children’s Village
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Non Profit
Job Type: Full Time
Salary: KES
Date Posted: 05/24/2024
SOS
Children’s Villages is an independent, non-governmental international
development organization which has been working to meet the needs and protect
the interests and rights of children since 1949.
Position
Summary:
Reporting
to the National Director and a member of the Senior Management team, the
overall purpose of the position is to contribute to the attainment of MA Kenya
Strategic objectives through effective leadership and management of the Human
Resource and Administration function for SOS Children’s Villages in Kenya and
developing HR Services from an operational and strategic perspective. The
incumbent will ensure that the HR function is aligned to SOS Children’s
Villages in Kenya business and deliver sound and cost effective people
management practices, system procedures and best practices through continuous
improvement and prioritization. The position holder will provide practical,
consistent, and proactive support, direction and advice to the SMT, People Managers
and all staff on HR policies.
Key responsibilities
Strategy
delivery:
Lead in
conceptualizing, designing and implementing the people strategy to meet the MA
Kenya Office needs.
Support
staff and line managers with change management while facilitating necessary
employee support program as well as legal considerations
Develop
the HR Budget for proposals and awards and monitor spending to ensure budget
compliance.
Develop/
Update HR policies, programs and systems to support the achievement of the MA
Kenya country office’s goals.
Oversee
standardized HR processes throughout MA Kenya, assist in the development of
localized procedures as required
Champion
Gender Equity and Diversity initiative and staff wellness programs in the
country office.
Champion
Prevention of Harassment, Sexual Exploitation and Abuse (PHSEA) in the MA
country office
Manage
organization change management in an efficient and effective way
HR
Strategic Planning:
Development
of HR Strategy of SOS Children’s Villages in Kenya and ensure alignment with
the organizational goals and objectives
Development
and implementation of human resources planning, assisting with the new/existing
departments to have needed staff with the right competence on time, both at
national office and locations.
Devise
and implement metrics as and when needed
Provide
guidance and support to staff in completion of “Staffing Models” (workforce
planning)
HR
Management:
Provide
advisory support to Senior Management Team (SMT) and all Managers on all HR
aspects as required
Ensure
efficient recruitment and staffing to meet programmatic and operations needs of
the MA Kenya office.
Ensure
effective on boarding, induction and orientation of the staff.
Develop
best practices in HR management
Providing
direction in the annual HR planning process and prioritize activities for the
HR department including staffing and organization, reward management, MA Kenya
Office structure, staff contracting and exit processes.
Advise
the National Director on HR needs and surpluses and the required action.
Develop
Eective Employee Relations Program
Communicate
human resource policies across the organization
Advice in
reviewing and revising salary structure, pay policies, job grading etc.
Review
and recommend employee benefit programs, and security, safety and health
program to respective teams for approval and implementation.
Implement
compensation and benefit policies and practices to ensure that staff are
rewarded in line with both general market practice and individual performance
level
Determine
and recommend employee relations practices necessary to establish positive
employee-employee relationships and employee-employer relationships
Work
directly with line managers to assist them with employee relations matters.
Sta
Development:
Supervise
the implementation of staff development and ensure proper talent development
and management.
Advise on
staff training needs and support the implementation of both formal and non-
formal staff training programs
Support
in conducting specialized training programs on key HR areas like, Mission,
Vision, Values, Who We are, Our Brand and other key areas of focus for staff
knowledge and development
Review
the clearance and exit surveys for employees leaving the organization for
feedback on improvement and staff development areas.
Where
necessary and on identified needs, the HRM will undertake facility visits to
support facility heads at project level.
Coordinate
and follow through the administration on the delivery of staff learning and
development initiatives as per the needs identified
Promote
SOS Children’s Villages in Kenya performance culture initiative to enhance
collaboration across the organization HR policies, procedures and reporting:
Formulate,
maintain and update human resource management policies for MA Kenya Office and
ensure standardized HR processes are implemented across MA Kenya Office and
assist in the development of localized procedures as required.
Ensure
that all contracts i.e., employment, insurance and consultancy, adequately
comply with SOS Children’s Villages policy, international laws, local laws and
donor requirements.
Track
Audit reports, lead the HR team in developing action points and follow up the
implementation of the audit actions points related to HR aspects
Recruitment/On
& O boarding
Lead
recruitment process and take accountability of the whole process
Preparation
of interview reports and presentation for review and approval with interview
outcome summary for the senior management roles
Facilitate
employment verification and background check screenings for applicable
candidates;
Help
design and implement the new hire orientation and on-boarding program and
procedures in compliance to SOS Children’s Villages in Kenya policies and
procedures
Oversee
Off- Boarding process for all staff exiting the organization including
conducting exit interviews, termination of benefits etc.
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.
Building
a committed and eective sta team
Supports
facility heads to develop and maintain effective and open channels of
communication, in order to form a cohesive and supportive team
Support
to create and maintain enabling working environment and promote staff wellness.
Ensure
harmonious employee relations that foster achievement of individual and
organization goals and objectives across the MA County office
Effective,
consistent and fair administration of the staff welfare package across the
country office
To
conduct regular field visits in a bid to create interactive and open
relationships between staff and management
Create
platforms for both formal and informal counselling to manage stress at work and
other areas of concern for staff
Actively
participate in the development and review of staff terms and conditions of
service in line with HR strategies
Establish
a team building mechanism and activities to foster openness, trust and
corporation
Promoting
participation and involvement of employees in decision making processes; and
Enhancing
a two-way effective communication among employees, SMT & line managers
Promote
good working relationships and positive discipline.
Support
and endeavours to uphold the rights and responsibilities of each staff member,
as outlined in the SOS Children’s Villages in Kenya Terms and Conditions of
Service (Employee Handbook), in order to promote positive discipline at all
levels. This will involve provision of expert advice to facility heads on
contents of the terms and conditions of Service (Employee Handbook)
Participate
in disciplinary committee hearings as assigned by the National Director. Also
support facility heads in resolving conflicts and major employee grievances,
which cannot be solved within the relevant facility.
Provide
support, understanding and counsel to staff. Open communication is maintained
at all times.
Support
employee relations with professionalism; support investigations to resolve
issues/conflict in the workplace
Act as an
impartial mediator in disciplinary procedures and ensure it is administered in
an equitable and fair manner and meets all legal and labor regulations and
requirements
Maintain
an effective negotiation process and harmonious employee/employer relationship
Payroll
management/HRIS and Benefits administration
Supervise
and ensure that payroll has been processed in a timely, efficient way, ensure
that manner ensuring completeness and accurate documentation
Review
the payroll report before approval and payment
Compliance,
Administration & Management
Conduct
internal spot check audits to ensure compliance with internal and external
regulations; assist with compilation of statistics and material in support of
affirmative action and various compliance requirements
Maintain
all HR files with ease to navigate physical and electronic files in compliance
with document retention policies
Ensure
compliance with all labor laws and minimization of legal exposure
Performance
Management
Advise on
the performance management process including; creating a plan to manage annual
reviews, conduct training on goal -setting, utilize budgets to organize
development activities and work one on one with managers and employers
Support
in ensuring timely completion of the annual performance evaluation process
Facilitating
performance management process through proper documentation tracking and coding
of appraisal documents and proper identification of key development areas.
Review,
develop and implement effective employee performance management system, aligned
with SOS Children’s Villages guidelines; train line managers and provide advice
and support for performance management issues
Implement
Succession Planning Program in alignment with SOS Children’s Villages
guidelines.
Administrative
Support
Manage
day-to-day office operations; oversee and coordinate overall office activities
and provide administrative support to the executive leadership
Manage
relationship with facilities management; coordinate office maintenance and
support needs
Support
the development of simple but effective Human Resources administrative
procedures, in accordance with the policies of the SOS Children’s Villages in
Kenya
Keeps
records of benefits plans participation such as medical Insurance, WIBA, GPA
& Life Insurance and insurance of all assets in the organization.
Ensuring
that all contracts for vendors are updated.
Oversee
the work Health and Safety responsibilities as identified in the OSHA
guidelines.
Legal
Counsel
Liaise
closely with external legal counsel as required and manage labour disputes with
employer bodies, government agencies and labour relation authorities.
Prepares
and submit quarterly reports on litigation status.
Board
Reporting & Compliance
Preparing
and developing Board papers for approval.
Prepare
and submit quarterly reports on staff data, staffing trends, turnover rate for
decision making.
Providing
updates on the HR initiatives undertaken during the period.
Developing
of policies for Board of Trustees review and approval.
Qualifications
and experience
Bachelor’s
Degree in Human Resource Management with 12 years’ experience as a HR
generalist in the Internal Non – Governmental Organization.
Or
Master’s Degree in Human Resource Management or related field with 10 years’
experience as a HR generalist of which 5 years should be in Senior management.
Should be
a member of a recognized human resources professional body (IHRM) and in good
standing and MUST be a Certified Human Resource Professional (CHRP).
Outstanding
competencies in Microsoft Office and the ability to use HRIS technology
(PayMaster, Navision, D365 etc.)
Conversant
with labor legislation related to human resources and employee management
Ability
to maintain confidentiality in a professional manner
Ability
to complete a variety of tasks in an efficient manner
Report
writing skills
Excellent
interpersonal and influencing skills
Strong
attention to detail and accuracy
Flexible,
comfortable with deadlines and able to work well under pressure
Ability
to work independently as well as in a team environment.
Excellent
oral and written English communication skills
How To
Apply
If you believe your experience,
competencies, and qualifications match the job and role specifications
described; send a Cover Letter & updated CV in PDF with details of 3
traceable referees one of which must be an immediate former employer to recruitment@soskenya.org addressed
to the Human Resources Manager to reach us on or before 4th June 2024 with the
subject heading as ‘Human Resource and Administration Manager’
