We are delighted to be recruiting for a talented HR & Administration Officer to join our team in Lodwar, Turkana county.

Reporting to the HR & Administration Manager, the HR & Administration Officer is responsible for providing HR & administration support and professional HR service to staff and managers across Mary’s Meals Kenya.

This will include supporting the processes of: staff recruitment, selection and exit, coordination of induction of new staff, staff performance management, employee relations cases, staff information and reporting, employee payment & benefits.

Key areas of responsibility include:

Support staff recruitment, selection and exit processes:

• Support the HR & Administration Manager in developing annual workforce plans.
• Establish standard recruiting and placement practices and procedures as suggested and directed by the HR & Administration Manager
• Collaborate with line managers to ensure job descriptions are complete and accurate.
• Prepare notices and advertisements for vacant positions.
• Support in the longlisting and short listing of applications.
• Oversee scheduling & organizing of interviews with applicants and appropriate staff and participate in the interviews.
• Collate information for interview reports and grids for line managers and HR & Administration Manager for review.
• Communicate to unsuccessful applicants by sending them regrets
• Conduct reference checks on candidates.
• Ensure that staff exit procedures are in compliance with Mary’s Meals Kenya Separation policy & procedures and country labour law.

Facilitate the induction of new staff:

• Prepare and finalise new staff contracts.
• Support Line Managers in planning induction & training of new staff and ensure that induction checklist forms are submitted to the HR office for filing at the end of the induction period
• Ensure that new staff submit all the required onboarding documents before signing employment contracts.
• Ensure that new staff information is recorded and filed properly in paper form and on the HR database.
• Support in preparing confirmation letters for staff who successfully pass their probation

Monitor staff performance management and professional development:

• Collaborate with line managers for setting and monitoring of performance objectives for all staff.
• Maintain and coordinate staff recognition/motivation programmes e.g. team building sessions, employee of the year awards etc.
• Support the HR & Administration manager in conducting periodical staff training needs assessment & development of annual training plan
• Organise and track professional development and capacity building activities for staff.
• Ensure that all staff submit their completed PDR forms to HR for filing on time.
• Support employee relations cases
• Ensure that Mary’s Meals Kenya and employee’s interests are protected, and that policies/ practices of the organization are legally compliant.
• Provide support for disciplinary actions & track and manage investigations and grievance matters in conjunction with the HR & Administration Manager as per the HR policy guidelines.
• Support the HR & Administration manager in the development and implementation of HR policies & procedures that meet national employment standards and legislation and align with the Mary’s Meals global standards.
• Support the HR & Administration Manager in carrying out staff engagement surveys and ensure staff participation. Also conduct analysis on engagement levels and propose resulting actions.

Staff/HR information and reporting:

• Manage a filing system and database for HR information, including sensitive and confidential information.
• Collect & evaluate HR data that is used in communicating HR metrics that enable management & senior leadership to make valuable decisions.
• Organise and maintain staff files so they are accessible and always up-to date
• Support in the management of the Learning Management system (iLearn).
• Monitor and evaluate staff absence levels & recommend solutions to resolve absence issues.
• Support the HR & Administration Manager in preparing internal HR reports including start/end dates, leavers, joiners, leave status, probation, and recruitment timelines.
• Prepare and submit departmental reports and other briefs as and when required.

Employee payment and benefits:

• Maintain accurate records of employment benefits.
• Ensure that all employees are covered under the appropriate benefits policy e.g. medical insurance, pension fund, WIBA
• Collaborate with the Finance department for the preparation of monthly payroll.

Qualifications, Skills and Experience

Essential

• Bachelor’s degree in human resource management or a related discipline
• Registered member of Institute of Human Resource Management
• At least 3 years’ work experience as an HR & Admin Officer, HR Assistant or similar role
• Demonstrates up to date knowledge of Kenyan employment law and best practice
• Ability to establish good working relationships and strong communication skills
• Pro-active and self-motivated
• Experience with Microsoft Word, Excel, Outlook and PowerPoint

Desirable

• Experience of working in a not for profit organisation
• Strong planning, supervisory, and management skills.
• Good presentation and facilitation skills for the dissemination of information