Assistant Human Resources Officer

CARE International in Kenya is looking for well organized and highly motivated individuals who are result-oriented to fill the following positions:

Ref: AHRO/01/2012

Job Title: Assistant Human Resources Officer

Department / Project: HR – ERO Dadaab

Supervisor: Human Resources Coordinator

Location / Duty Station: Dadaab

Grade: E B 1

I: Job Summary

Reporting to the Human Resources Coordinator, the Assistant HR Officer is responsible for the compilation of all leave data and attendance records, staff orientation and ensures that all the staff have updated employee documents in line with the organization’s policies.

He/She will provide administrative support to the Human Resources office and play a central role in the implementation of all staff welfare matters.

II: Responsibilities and Tasks

R1 Coordinate Orientation for New employees

1.1 Receive all new staff and interns to ERO and orient them

1.2 Support new employees to complete all HR formats including; Employment data, Conflict of Interest, COC, Beneficiary lists, NHIF, NSSF, Medical insurance.

1.3 Issue new employees with interim staff Identifications Cards and Liaise with Nairobi HR Office to process staff Identification Cards

1.4 Prepare the orientation program and ensure new staffs have completed the process.

1.5 Print the orientation brief for each new employee and discuss with them the key aspects of the orientation

1.6 Communicate in advance to the receiving sectors/offices about the arrival of new employees.

1.7 Liaise with Administration coordinator to arrange for new staff’s accommodation and communicate confirm to Nairobi to book them to Dadaab

1.8 Advice HR Manager the reporting dates of each new employee for payroll action.

R2: Coordinate Recruitment and selection processes of Refugee Incentive Workers

2.1 Assist the Sector r to identify anticipated vacancies and guide them to carry out the recruitment of the Refugee Incentive workers.

2.2 Review the recruitment documents for Refugee Incentive Workers and confirm that all data/information is correct including position title and wages before forwarding to the Director of Refugee Operations for approval.

2.3 Approve all shortlists submitted by the sectors and coordinate their interviews Assist HR Officer to compile initial shortlists for all advertised vacancies and forwarding to Sector heads together with all applications.

2.4 Brief interview panelists on requirements of positions and ensure that the selection interviews are conducted in line with the CARE Kenya HR manual guidelines/procedures.

2.5 Update the Incentive worker recruitment template and provide Human Resource Coordinator monthly feedback

2.6 Update the HR Coordinator on the Refugee Incentive Workers number per sector on monthly basis

R3: Compiling of leave and PAR reports

3.1 Communicate to sector heads and supervisors to submit to HR all leave applications forms immediately they are approved

3.2 Assist the HR officer to compile the leave reports including study, maternity, sickness and paternity.

3.3 Assist the HR Officer to complete the Personal Activity Reports (PARs) and ensure its accuracy and correctness

3.4 Assist the HR Officer to prepare the PAR reports

3.5 Organize meeting to educate staff on the various leaves provided in the HR Manual

3.6 Handle leave queries from staff and sectors appropriately.

R4: Compilation of attendance and establishment reports

4.1 Liaise with Administrators/sectors to compile staff lists (headcounts) from the sectors and camps and ensure they are accurate and correct.

4.2 Work with the Human Resources Officer to compile data on staff turnover for discussions.

4.3 Update the refugee worker monthly headcount reports and forward the same to the HR Officer.

R5: HR Records creating and Maintenance

5.1 Create HR Personal files for each new employee

5.2 Assist HR Officer to maintain HR data and files

5.3 Assist HR Officer to ensure safe custody and confidentiality of the staff information

5.4 Ascertain accuracy and completeness of the staff information and records

5.5 Manage archiving of HR records of all separating staff and maintain a register for the same

5.6 Ensure that all personnel files are kept confidentially and secure.

R6: Management of the Medical cover issues

6.1 Arrange for issuance of Medical cards to new staff and their officially recognized dependents

6.2 Check records submitted by new employees for self and dependents to ensure they are correct as per CARE HR manual provisions for medical cover

6.3 Issue staff with NHIF Contribution certificates incase of inpatients

6.4 Check medical claims forms and receipts submitted for reimbursement for originality and forward to the point person in the Nairobi HR Office for appropriate action. Provide feedback to the employee who submitted the claim documents the date when such documents are forwarded to Nairobi

R7: Perform office administration functions

7.1 Prepare purchase requisitions in consultation with HR Officer

7.2 Coordinate and monitor maintenance services.

7.3 Ensure proper office records are maintained.

7.4 Responsible for the receipt of stationeries and control of the same for the HR unit.

7.5 Assist in drafting of the sector budget requirements for the HR office.

7.6 Handle all incoming and outgoing mails.

R8: Assist HR Officer to manage Staff Welfare and recreation activities

8.1 Assist HR Officer to organize sports and recreational activities in all the camps in consultation with Camp Administrators

8.2 Assist HR Coordinator to Prepare and track the sports and cultural activities budget.

8.3 Prepare sports competition schedule.

8.4 Work with HR Coordinator to fairly and timely distribute sports material.

8.5 Introduce new members to the welfare association.

8.6 Prepare and maintain welfare database records.

8.7 Inform welfare members on deceased member(s).

8.8 Follow up on cheques for deceased persons from Nairobi.

R9: Assist HR Coordinator in Planning and Implementation of Staff Development Programmes

9.1 Analyzing the APAs and Mid year appraisals and documenting staff development needs generated

9.2 Liaising with sectors to document emerging staff development needs and assisting them to identify appropriate interventions

9.3 Working with the HRC to design and conduct in-house staff development Programmes

9.4 Working with relevant offices to draws up budgets for in-house staff development activities

9.5 Preparing reports on staff development activities and share with HR team.

III: Supervision and Reporting Relationship

IV: Authority

• Identify procurement items required by the office and complete procurement requests before presenting to the supervisor for approval.
• Order material from the stores.
• Authorized access to employee personal files

V: Contacts and Key Relationships

• Care Employees including National and International staff
• Incentive Workers
• Tunza Sacco.
• Prospective employees,
• NHIF, NSSF, KRA,

VI: Working Conditions

The position is based at Dadaab Main Office (DMO) with frequent movements to Hagadera, Ifo and Dagahaley camps as well as any other extension camps and program sites. This is a none-family working station.

Hot weather is prevalent throughout the year with limited basic amenities. Road movement to and from work station to Garissa as well as inter-camp movement must be under police escort (Scheduled convoys).

Strict adherence to security instructions all the time. It is a six days work station with a compensatory time off according to CTO policy. The incumbent will be required to travel to Nairobi office and perform official responsibilities as will be required

The incumbent shall reside in the CARE compound while executing official duties and shall obey and adhere to residential compound regulations.

VII: Qualifications, Experience and Competencies

• Bachelor’s in Human Resources Management or Bachelor’s degree in social sciences and a Diploma in Human Resources Management from a recognized university or institute of higher learning or
• Two years of Work experience in a busy environment
• Certificate /Diploma in Workplace Counseling is an advantage
• Proficiency in Microsoft Suite.
• Proven ability to organize prioritizes and complete work under tight deadlines.
• Must be highly organized and posses the ability to interact with all levels of staff as well as both internal and external clients.
• Ability to work effectively with diverse groups and establish and maintain collaborative relationships with project partners and staff.
• Should be able to analyze data, set goals, determine and implement strategies.
• A good communicator who has the ability to counsel employees.

Competencies

• Integrity
• Stress tolerance
• Pro-active problem solving
• Collaboration
• Customer focus
• Planning & Organizing
• Contributing to team success.

The detailed job descriptions can be viewed on our website; www.care.or.ke

Applications

If you feel you meet the requirements for any of these positions, send your application letter indicating the reference number, title of the position along with an updated CV and telephone contacts of three professional referees to:

The Human Resources & Development Manager,
CARE International in Kenya,
Email: Vacancies@care.or.ke

so as to be received not later than 13th January, 2012.

Only short listed candidates will be contacted.

CARE is an equal opportunity employer and promotes gender equity.

Canvassing will lead to automatic disqualification.

CARE International in Kenya does not charge a fee at any stage of the recruitment process. (Application, interview, meeting, processing, training or any other fees).