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Job Description (Roles and Responsibilities)
Main purpose of job:
Reporting to the Head of HR, the Human Resources Officer (HRO) will provide HR administrative support to the High Commission supporting all Country Based Staff (CBS) from onboarding to exit processes. The incumbent is responsible for timely staff pay and benefits processing, maintaining accurate staff records ensuring compliance and preparations of regular HR reports.
Roles and responsibilities:
Compensation and Benefits
Medical and Pension Services Administration: Coordinate with the medical & Pension services providers and provide timely support to Country Based Staff (CBS). This includes processing medical and WIBA invoices and obtaining necessary approvals promptly. Coordinate with benefits providers and resolve any issues timely. Support the Health and Safety team on matters WIBA.
HR Payroll Functions: Serve as the HR point of contact for payroll changes, compile monthly payroll inputs, and collaborate with the Finance team for payroll implementation. Address payroll queries and ensure timely documentation and submission of payroll inputs.
Administrative Tasks
Recruitment Support: Support and advice Hiring Managers on internal short-term recruitments like Expression of Interest to fill internal gaps. For external recruitments/long term recruitments, be the link to the Recruitment Hub in Pretoria. Provide step-by-step guidance to Hiring/Line Managers during the onboarding of new staff.
Induction Coordination: Ensure an effective induction process for new staff by updating and uploading induction packs on Microsoft Teams and conducting scheduled induction sessions. Ensure the necessary Security clearance by collaborating with the Security team and documentations from the new joiner are obtained on time.
Staff Tracking: Share/Obtain data from Helpdesk through collaboration to track new staff arrivals and departures for FCDO, aiding in updating the headcount report. Ensure timely implementation of changes in CBS contractual circumstances with the Regional HR Hub.
Employee Records Management: Maintain accurate and up-to-date employee records (both online and physical), ensuring confidentiality and security of information. conduct regular file audits and update all CBS HR records.
Contract Management: Track contract end dates for various types of contracts and ensure timely updates and renewals.
Reporting: Prepare monthly staff information reports, including staff lists and bi-monthly headcount reports and share with the relevant stakeholders. Support and update CBS costs in the budget tools.
Invoice Processing: Ensure timely processing of legal and HR-related invoices, awards, as well as training invoices.
Employee Communication: Serve as a point of contact for employee inquiries and concerns. With the support of Head of HR, communicate policies, processes, procedures, and updates to employees. Organize and distribute internal communications on matters HR
Exit and Offboarding: Facilitate exit and offboarding processes within policy provisions, ensuring timely updates of CBS records, staff movements and final settlements.
Committee Support: Provide coordination and secretarial support, and/or serve as a HR representative to various committees, including the Medical Committee, Pension Committee, People Committee, Health and Safety Committee, and BHC Awards Committee.
Essential qualifications, skills and experience
Educational Qualifications
Bachelor’s Degree: Bachelor’s degree in human resources, Business Administration, or a related field is required.
Member of IHRM
Experience
Minimum Experience: At least 3 years of experience in human resources
Relevant Experience: Experience in specific HR functions such as payroll, benefits administration, and employee relations is often required.
Skills and Competencies
Communication Skills: Excellent verbal and written communication skills are essential
Interpersonal Skills: Strong interpersonal skills to interact effectively with employees at all levels
Problem-Solving Skills: Ability to handle complex issues and resolve conflicts
Attention to Detail: Ensuring accuracy in all HR processes and documentation
Organizational Skills: Ability to manage multiple tasks and priorities efficiently
Confidentiality: Handling sensitive employee information with discretion
Knowledge of Kenya Employment Laws
Data Analysis: Ability to analyze HR data and prepare reports
