Plan International Temporary HR Officer- Shared Services Centre Jobs in Kenya
About Shared Services Centre
The Shared Services Centre is a Centre of Excellence based in the MEESA region office. The centre’s vision is that within 2 years its clients will have recorded added value within their support services.
The centre is committed to a reliable, efficient and effective service to the MEESA regions at a competitive price. Its ultimate goal is to be trusted, predictable, and dependable to our clients at all times and to ensure commitment to excellent turnaround times in all our service delivery.
About the Role
The SSC HR Officer will act as the key HRIS system administrator, ensuring that data in the system and staff files are accurate and up-to-date. S/he will also be responsible for employee benefits administration, payroll and out of payroll staff payments as well as other administrative support to deliver the related transactional HR Services for SSC.
Accountabilities and Main Work Activities
Insurance & Medical Benefits
Process timely enrolment and deletion of client staff onto relevant benefits including medical, GLA/ GPA/WIBA/Provident Fund;
Provide regular support to ensure client staff access to benefits and maintain up to date records on usage;
Regular follow-up on medical claims/ reimbursement to client staff;
Capacity build and provide regular updates to client staff on use and administration of various insurance benefits;
Coordinate timely monthly replenishments of the outpatient fund and monitor usage and submit a monthly medical deductions statement;
Regular engagement with the insurance brokers and administrators to ensure the service provided is of high quality;
Review of the performance of insurance schemes and share periodical reports with the client;
Timely renewal of the employee benefit insurance and administrative schemes;
On the provident fund, work closely with the scheme provider and the Board of Trustees to ensure client staff get the maximum benefits;
Work with the Board of trustees to educate client staff on provident benefits and encourage high contribution to maximize on benefits;
Monitor staff membership to ensure eligible client staff join the provident fund immediately on hire;
Support separating staff to access their provident benefit upon request;
Support in reaching out to formerly separated staff who have retired to access their provident retirement benefits;
Facilitate payment of claim to beneficiary(ies) in the event of death.
Regularly generate reports on staff records and benefits as required;
Employee Records and HRIS Management
Ensure all new client staff fill the staff details form;
Open personal file for new client staff;
Addition of new client staff to HRIS and registration to SuccessFactors;
Regular documentation of client staff records through the life cycle of the staff in the organization and filing of the same for ease of retrieval;
Maintenance of up to date records on a continuous basis;
Identify HR records for archiving based on client staff changes and ensure a well-maintained HR archive;
Update all staff leave records in the HRIS;
Launch of performance management documents and support staff and managers on related HRIS processes;
Support the role out of new modules & changes in HRIS;
Generate and back up monthly reports of staff records from the HRIS;
Regularly provide information and reports from HRIS as required at GH level and by other relevant parties.
Act as a member of health and safety committee for SSC and facilitate implementation of health and wellness strategies.
Payroll Administration
Timely provision of documents to support payroll processing including contracts, staff movements and separation letters;
Ensure that new hires submit payroll related documents on time and coordinate with SSC Finance;
Make staff changes on a monthly basis in preparation of the payroll and submission to SSC – Finance by 10th of every month;
Ensure all staff are enrolled and have accounts on the Perpay system and all their statutory numbers and details are uploaded for payroll purposes;
Regularly liaise with the service providers (Netcom) in case of any challenge while running payroll or while doing transitions;
Facilitate staff clearance and process their final dues
Recruitment
Receive fully authorised request to recruit forms for Temporary Staff and facilitate the request.
Assist in raising PR for vacancy announcements to Daily Newspapers, upload vacancies to websites and share them widely.
Supervise written tests in consultation with the SSC HR Coordinator Recruitment.
Compile documents in respect of the selected candidates from the panelist and ensure
Complete acknowledgement (appended signatures) of interview notes.
Support in preparing Recruitment packs in preparation of interview sessions
Support in undertaking reference checks for successful candidates in line with Plan international reference policy.
Support the SSC HR Coordinator, Recruitment to conduct send out employee information pack to successful candidates.
Send out the Pre- employment checklist to successful candidates ensuring they provide relevant documentation prior to reporting date
From time to time facilitate interview sessions by being the SSCHR representative in the panel.
Onboarding & Orientation
Sign up of Plan International policy documents for all new client staff;
Organize new client staff orientation and on boarding;
Facilitate processing staff identity cards for new staff;
Create staff files for new client staff with all relevant documentation upon on-boarding;
Orientating of new staff and continuous customer service support on the HRIS.
Ensure staff are aware of relevant policies and procedures and implications of not adhering to them.
Contract Management
Provide prior notice to client on confirmation of contract renewal or non-renewal;
Ensure that client staff who have completed their probation are provided with confirmation letters or discontinuation according to client instructions.
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures;
Ensure that Programme implementation staff at the country office and in the field are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team;
Ensure that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
Technical Expertise, Skills and Knowledge
Qualifications/ experience essential:
A Bachelor’s degree in HR or related field with a Higher Diploma in HR Management.
Membership with IHRM.
At least 3 years of relevant experience in the HR field.
Conversant with HR online systems.
Strong communication skills, both verbally and in writing.
Ability to negotiate, all levels of the Regional office and outside of line management relationships.
Strong communication skills, both verbally and in writing.
Excellent interpersonal skills with the ability to build strong relationships and networks quickly at every level within the Regional office.
Listening, coaching and counselling skills.
Ability to support and manage change effectively.
Languages required:
Excellent written and verbal communication skills in English.
How to Apply
For more information and job application details, see; Plan International Temporary HR Officer- Shared Services Centre Jobs in Kenya
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