World Vision International People & Culture /HR Officer – Generalist Jobs in Kenya
Key Responsibilities:
People & Culture/ HR Administration
Recruitment:
Work closely with the P&C Officer; talent and acquisition and the P&C business partners to represent the P&C department in interview panels both at the national office and in the field offices as may be required.
Be available to support the P&C officer; talent and acquisition with candidate background checks and interview invitations when necessary.
Support the P&C business partners in the completion of necessary Payroll Action Forms to reflect staff changes that have a payroll implication for all new staff
Timekeeping & Absence Management:
In collaboration with the P&C Coordinator for Total Rewards, prepare relevant monthly absence reports and inform managers on the various departmental leave trends.
Employee changes and transactions:
Create and store contract amendment letters, under the supervision/in consultation with the Snr P&C Manager
First point of contact for questions about staff letters and documentation.
Work closely with the P&C/HR business partners and the P&C Coordinators to ensure timely updating of the HRIS (Workday) to reflect actual staffing changes and transactions.
Follow-up on the necessary online approvals in collaboration with P&C Business Partners and Ensure that all staff receive their various letters and communication in a timely manner.
In-house Training Coordinator:
Working in close collaboration with the Snr People & Culture/HR manager to coordinate in-house training by keeping a catalogue of available training
Manage applications for training courses
Facilitate training cohorts (or support others to do so) as needed and with clearance of the Senior P&C manager.
P&C Documentation & Records Management:
Organise monthly and quarterly team planning meetings and maintain a record of the meeting reports and minutes
Manage the P&C filing system, and work closely with the HR Administrative Assistant to ensure compliance with data protection regulations, compliance with audits, and alignment with the P&C policy requirements.
Support in Employee Engagement and Employee relations
Support the dissemination of the for annual Our Voice survey reports and team index results in collaboration with the Senior P&C Manager
Actively participate in following up on implementation on employee engagement survey findings and providing the necessary updates/reports
Work closely with the P&C business partner responsible for employee relations to ensure that staff meetings / town hall meetings are well coordinated both in the national office and at the field locations
Support field teams through regular visits and report on any key staff challenges needing the P&C department support
Represent P&C in disciplinary hearings and ensure appropriate note-taking is done.
First point of contact for all of employees:
Act as a P&C helpdesk, responding promptly to P&C queries from staff and referring staff to P&C team members for support.
Equip employees to use basic tools, such as the appropriate policy database, to answer their own queries, self-service sections in the HRIS and payroll systems (workday, popay and the internal applications)
Responsible for New Staff Orientation & Exit:
Manage new starter Orientation process including making improvements to the Orientation Checklist, training managers in what they should do for orientation of new staff, checking there is a performance agreement on file/in the HRIS system within first 2 months of employment, and scheduling a P&C meeting for the new staff member.
Send out exit survey, ensure exit interviews take place (with either the P&C Officer or BP) and provide the relevant clearance form/process to the exiting staff.
Is responsible for the separation of the staff member in the HRIS/Workday system in collaboration with the relevant P&C business partner(s)
Ensure that the separation Payroll action is provided in a timely manner to the P&C Coordinator responsible for payroll and processing of final dues.
Prepare the list of joiners and leavers on a monthly /bi-weekly basis and submission to the Snr P&C Manager for announcement
Integrated Talent Management administrative support:
Performance Management: Support the Snr P&C manager to ensure that
Planned dates for annual performance management cycle is communicated to managers and staff in a timely manner
Relevant forms and guidance for performance management is provided to both staff and managers
All staff are trained on the online performance management process on the HRIS (Workday system)
Relevant follow up is made in relation to the performance review process to ensure timely completion.
Support in the reporting process of end of year performance ratings
Individual Development Plans
Follow up with staff to ensure 100% compliance with performance goals in the HRIS system.
Ensure that probation assessments are done for staff in line with the P&C policy guidelines.
Escalating to the Snr P&C manager any issues emerging from the performance goal setting and other processes.
Knowledge, Skills & Qualifications
Experience in a large organization 400+ employees (NGO setting is preferred)
At least five years’ experience working as a HR officer in various HR functional areas
Excellent interpersonal and relational skills
Excellent communication and negotiation skills
Strong training and facilitation skills
Ability to support and coordinate diverse projects without losing focus
Ability to meet reporting and project deadlines
Team player and a good collaborator across departments and stakeholders
The job holder must be thorough, professional and detail-oriented
Expert knowledge of relevant local labour legislature such as the data protection Act and employment Act in Kenya
Ability to function in a cross-cultural environment
How to Apply
For more information and job application details, see; World Vision International People & Culture /HR Officer – Generalist Jobs in Kenya
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