Human Resource Officer

VACANCY ANNOUNCEMENT

Position Title: HUman Resource Officer

Directly Reports to: HR Manager

Number of positions: One (1)

Duty Station: Nairobi – Kenya

Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in more than 50 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages programs in 7 countries: Ethiopia, Kenya, South Sudan, Somalia, Tanzania, Uganda, and Haiti. Action Against Hunger-USA implements more than $60 million in programs annually, and approximately 1,500 permanent employees based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

Action Against Hunger has been present in Kenya since 2001 and is a transformative leader in nutrition security for improved quality of life among vulnerable communities. Action Against Hunger wants to contribute to the optimal functional performance of National, County, and Community systems through strategic partnerships for innovative nutrition-sensitive and nutrition-specific interventions to achieve its impact. The organization recognizes gender equality as central to its core strategy towards realization of effective and sustainable outcomes on nutrition, WASH and surveillance interventions. Action Against Hunger is currently implementing activities in West Pokot, Mandera, Samburu, Isiolo, Trans Nzoia, Kakamega, Bungoma and Busia counties.

We are looking to employ a Human Resource Officer with outstanding analytical, organizational, problem-solving, conflict management, negotiation and communication skills.

Summary of position

The Human Resources Officer is an integral part of the Human Resource team in the organization to provide the foundational support and functional expertise under the guidance of the Human Resource Manager that drives productivity and results across a variety of projects focus. The HRO will handle generalist responsibilities including onboarding of new staff, employee relations, learning and development, performance & talent management, recruitment workflow, people metrics/reporting, partnering with line management on HR and business needs and special projects. The HRO will work closely with the Human Resources Manager to create and drive talent and business strategy across the organization in addition to coordinating HR practices andobjectives that will provide an engaging work environment, high-performance culture that emphasizes valuing people, growth, fun and is results driven to deliver on impact.

The Human Resource Officer role has the following purpose, engagement and delivery:

Purpose:

The Human Resource Officer will be key in the day-to-day administration operation. The HR Officer is responsible for supporting the development and implementation of HR initiatives and payroll systems policies and procedures.

The holder of the position will also be key in submitting monthly HR reports and monthly payroll processing.

Engagement:

The position hold works to secure collaboration amongst staff and management in the capital office and Base level for HR policy, practices, approaches and project adherence. Works closely with the finance department on payroll management and other bases to provide seamless support and relevant advice in regard to organization policies.

S/he will build and maintain a collaborative network with various external stakeholders such as local government and non-governmental partners on HR related matters.

Delivery:

The position holder is responsible to provide HR monthly reports, monthly leave updates and timely payroll processing to enable finance to pay salaries by the 26th of every month. Amendment alteration reports and promotes high standards of integrity and accountability in the utilization of organizational resources.

Essential job functions

Objective 1: Recruitment

• Initiating transparent and competitive recruitment and selection processes (from the review of job descriptions to the screening of candidates) as well as ensuring the timely management of the process.

• Provide advice on recruitment and selection processes in line with the organization’s guidelines and policies, leading to the timely sourcing, selection and placement of the required talent.

• Prepares job offers for successful candidates and relaying feedback to an unsuccessful candidate

• Coordinate the on boarding process and ensure all new hires have a good understanding of and subscribe to ACF’s vision, mission and values by understanding its approaches, policies, procedures, strategies and operations to perform their job. This includes ensuring new hires do mandatory risk management courses in the learn lab platform.

Objective 2: Performance Management

• Follow up performance management process and regularly monitor PM completion rates, providing updates to HR Manager on the status.

• Facilitating trainings to embrace a performance management culture in the organization on need basis

Objective 3: HR Advisory

• Provide advice and support to managers and staff on human resources related matters.

• Advocate for the best application of HR practices, staffing, development, and organizational planning and design.

• Review policies and procedures and recommend changes as required.

• Participate and/or lead special human resources projects.

• Keep abreast of developments in various areas of human resources.

Objective 4: Monthly payroll processing & Compensation and Benefits

• Preparing the payroll based on the updates (PAF) from the bases and verify their accuracy on NOLAN system and HR software in place.
• Preparing schedule in excel sheet and forward to HR manager for review before release to finance department for salary processing each month.
• Checking the eligibility of the employees for salary advances and leaves
• Printing the payslips and filing them
• Prepare perdiem schedule for monthly submission of income tax accrued through travel and consolidate with payee for payment processing to Kenya Revenue Authority
• Prepare the quarterly tax returns declarations
• Prepare payroll for MOH seconded staff and conduct spot checks for base staff
• Ensure enrolling of new employees on the GPA/GLA/Medical
• Lead in carrying out regular salary surveys every two years ensure the organization remains competitive or as guided by Birches

Objective 5: Staff development and career support

• Identify and analyse staff development and career support needs and design programs to meet identified needs.

• Prepare monitoring reports on staff development and career support programmes based on performance development plan,

• Assesses training needs in liaison with the HR Manager and respective Line Managers

• Assist in identify training programs and programs for staff at all levels throughout the organization

Objective 6: HR Operations

• Input data for new staff on to the staff database-contract dates, statutory information-NSSF, NHIF, ID, Pin, DOB, job titles etc
• Maintaining employee files by making sure all personnel files have the necessary documents-contracts, personal information form, performance appraisals, statutory documents, academic certificates, CVs etc
• Updating the database to show the following information- end of contracts, terminations, promotions, salary changes, performance based annual increments.
• Maintaining the leave/break database for all staff in collaboration with field admins from the fields and staff at Capital level.
• Maintaining records on contract expiry dates and flagging contracts that are due to expire 1 month prior to the end of contract.
• Maintaining records of timesheets follow up duly signed copies of the timesheets is submitted on time by the field admins at the base to the HR in capital office.
• Ensures complete and up-to-date personnel files are maintained for all national hired staff.
• Prepares and monitors the details of all staff contracts. Ensures all staff have valid employment contracts.
• Follows up all line managers to ensure that monthly timesheets are prepared by staff and submit to HR.
• Monitors annual leave, sick leave entitlements for all national staff. Works with all supervisors to ensure that they have a leave plan in place for their teams.

Objective 7: Reporting

• Prepare and interpret workforce data and statistics using the HRIS or other Business Intelligence Enterprise platforms and make recommendations on workforce requirements based on HR analytics.

Objective 8: Other duties

• Support in Organizational Development (Organizational Culture, Organizational Structures, HR systems review)

• Supports change management, by providing advice on the implementation and monitoring of HR programs, and by advocating for the best application of HR practices.

• Advises and counsels staff in respect of rights, responsibilities, code of conduct and difficulties associated with work and entitlement.

• Participate in relevant projects, leading and championing as appropriate ACF’s reputation as a world-class organization and employer of choice.

• Build relationships and form alliances with external counterparts, communities of practice and stakeholders to scan for innovations and opportunities to form partnerships

1. Supervisory Responsibilities

Supervise Administrative Assistant

1. Fiscal Responsibility

No fiscal responsibility

1. Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

1. Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
• Must be able to travel as required for standard domestic and international business travel as well as to the country offices if appropriate. Based on the country office needs, the time spent on field trips will be a maximum of a 30% of his/her working time. While visiting the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.
• The employee will be based at the Nairobi Office with frequent field base office visit.

1. Gender Equality Commitments & Zero Tolerance to Abuse

• Foster an environment that reinforces values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.
• Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures.

1. Required Qualifications

A Degree in Human Resources Management, Business Administration with a Higher/ Diploma in HRM.

1. Required Skills & Experience

• Professional Certification in Human Resource Management;
• Hand-on experience in HRIS Software especially payroll
• At least five (5) years of experience in a similar role preferably in the International NGO experience
• Excellent people management, analytical, problem-solving, negotiation, interpersonal and communication skills;
• Demonstrated ability to work effectively in an individual capacity and as part of a team and an ability to multi-task;
• Confidentiality, accountability, integrity and ability to handle sensitive situations;
• Fluent in both spoken and written English;
• Proven competency in the use computer applications;

How to apply

All candidates should apply through CLICK HERE. The position is open on a rolling basis and closes on 15th January 2023 at 6:00 pm. Action Against Hunger-USA provides all staff with an attractive salary & benefits package. We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing non-discrimination in employment.