Human Resources Officer (REGAL-IR)

ORGANIZATIONAL CONTEXT

Adeso is an expanding and vibrant African based international development and humanitarian organization. At Adeso, we work with African communities who are yet to realize their full potential; working inside these communities to create environments in which Africans can thrive. Our belief that economic, social and environmental security is the bedrock of a healthy community drives the nature and intent of our programming. We work to prevent and overcome situations that adversely affect community well-being by: reinvigorating the economy, developing skills for life and work, providing humanitarian aid, and influencing policy.

For the past 20 years we have strengthened rural livelihoods through environmental awareness, training, technology transfer and innovative humanitarian projects in pursuit of a peaceful, self-reliant, and greener future. Currently, Adeso has programs in Somalia, Kenya and South Sudan. Adeso is an exciting and dynamic organization experiencing managed rapid growth. It offers sound employment conditions with opportunities for personal growth and development.

POSITION SUMMARY

Under the supervision of HR Director, the HR Officer will provide administrative support to Human Resource Department to ensure timely and accurate execution of Payroll processing, Benefit management, day-to-day administrative and Human Resources support requirements of Adeso. The post holder directly supervises the HR Assistant in Nairobi Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1) Contract Management

· Preparing newly recruited staff contracts

· Notifying Line managers of contracts due for renewal

· Processing Extension amendments upon receiving of approval conversion

· Receiving, analyzing and giving recommendation on contents captured in the conversion

· Verify contracts/Extension from the field offices before submitting for approval

· Ensuring that the signed version of the contracts are received from the field

· Loading the contracts/extension on the GD folders

2) Contract Database

· Updating of the contract database on monthly basis

· Managing timely submission of field contract database

· Ensuring the data from field office is correct by reconciling with the contents on the issued contracts

3) Leave Management

· Updating of the leave data base on monthly basis

· Track leave balance for all staff

· Verification of leave prior to approval

· Ensuring timely submission of leave database from the field

· Sending leave database to HOD on quarterly basis

· Advising staff on leave policy & procedure

· Ensuring Leave template is correctly filled

· Weekly leave announcements to staff

· Custodian of leave application form

· Manage the use of leave by staff to prevent undue levels of accruals

4) Staff Separation

· Advising staff of exit policy & procedure

· Providing exit documents as well as guide to the Separating staff

· Preparation and sending of resignation acceptance letter to the staff

· Timely preparation of final dues

· Ensuring signed copies of the final dues documents are received and filed in the staff file

· Conducting exit interviews for the exiting staff

5) Performance Management

· Updating the performance management tracker

· Communicate to line managers on appraisal due

· Ensuring that all staff have been appraised

· Ensuring that appraisal procedures are followed

· Ensuring appraisal documents are filed in each staff file

· Communicating to the Chief of Party on appraisals that have poor performance, extended period and with support from the Chief of Party giving feedback to the staff through the line manager

· Ensuring the right appraisal templates are used.

6) Consultancy contract Management

· Ensuring all documentation is done for hiring of any consultancy

· Preparing consultancy contracts upon receiving the approved requisition

· Sending out introduction of newly recruited consultants

· Advise consultants on submission of invoice, timesheets & other necessary documents

· Ensuring all consultancy payment requisitions are done on a timely manner

· Keeping record of unpaid leave utilized by consultant

7) Payroll Support

· Preparation of REGAL –IR payroll

· Sharing REGAL –IR payroll adjustments with the Senior Programme Accountant on time

· Verification of payroll information before approval

· Custodian of all payroll documentation

· Ensuring Sage VIP or any other service contract for HR related is dully signed and kept well

8) Compliance & Audit

· Ensuring proper documentation of all HR related issues

· Ensuring uniform use of updated templates, forms

9) Medical Insurance

· REGAL –IR contact person for medical cover

· Ensuring timely renewals

· Keeping record of all medical cover agreements like contracts, endorsement etc.

10) Personnel File Management

· Ensuring all staff have staff files

· Ensuring all staff files are updated with staff documents & file index followed

· Doing file audit for each office and ensuring all missing documents are sent

11) Support to Field Operations Assistants

· Support and assist in coordinating HR communication between other offices and Nairobi.

· Ensure that standard Adeso forms etc. are made available to the field.

12) Other

· Any other duty as may be assigned and assuming HR responsibilities when the rest of the team is on leave or out on official business

REQUIRED SKILLS AND QUALIFICATIONS

· Bachelor Degree, Post graduate training in Human Resources function or equivalent.

· 3-4 years’ experience in HR/Admin from an NGO setting.

· Demonstrated experience in payroll processing, Benefits Administration and Worker Compensation

· Numerical ability and data entry skills.

· Excellent attention to detail and organizational skills

· Ability to work to deadlines.

· Substantial knowledge of Kenyan employment law / labour laws

· In-depth understanding of HR ethics of professionalism and confidentiality

· Ability to manage several tasks simultaneously, be flexible, and be willing to assume a range of unanticipated assignments Multi-tasking with positive attitude

· Knowledge of VIP Payroll system preferred.

HOW TO APPLY:

This is a challenging opportunity for a dedicated and highly motivated professional. If you would like to join this dynamic team, send your up-dated CV and an application letter which should include remuneration requirements and contact details of three work-related referees, to the HR Manager, Adeso in Kenya by email to jobs@adesoafrica.org by 20th April 2016.

Adeso is an equal opportunity employer and does not discriminate based on one's background, beliefs, gender or sexual orientation.