Human Resource and Administrative Officer at Peace Winds Japan

The Human Resources and Administrative Officer is responsible for overseeing all HR and administrative functions at the PWJ Field Office in Kakuma, ensuring compliance with PWJ policies, local labor laws, and donor requirements. The position supports recruitment, staff welfare, performance management, and general office administration.

Duties and Responsibilities Office Administration

• Perform day-to-day administrative duties as assigned including receiving of PWJ visitors
• In charge of receiving & redirecting of office mails, including organizing for collection of mails from the Kakuma and Dadaab offices and dispatch of the same.
• Maintaining a communication list of all focal persons of agencies operating in Nairobi in charge of office outlook: cleanliness & organization
• Ensuring proper working of office utilities
• Maintain absolute confidentiality of all information that he may have access to in the execution of his/her duties
• Maintain an accurate and efficient filling system

 Travel Arrangements

• Arranging flights, transport and accommodation for staff and visitors on travel
• Arranging all travel documents for staff and visitors and advising them on all issues that relate to traveling including liaising with the relevant government offices
• Ensure all staff are abiding by organization’s travel regulations

Human Resource Management

• Participate in the periodic review of the HR policies and procedures recommending changes to the management
• Maintain a thorough knowledge of PWJ HR policies and ensure employee adherence to HR policies.
• Ensure PWJ is compliant with all employment laws to minimization of legal exposure as part of the general PWJ risk Management.
• Ensure staff files are complete, secure and confidential.
• Coordinate and ensure compliance to the performance management system timely completion of the annual performance evaluation process and maintain a record of all objectives set by all supervisors
• Attend to staff issues in regards to benefits, grievances, disputes and disciplinary cases in conformity with HR policies.
• Ensure fair and consistent enforcement of rules and regulations governing the incentive staff
• Ensure every staff has and have signed a job description detailing their duties.

Talent Acquisition

• Coordinate the recruitment processes ensuring compliance to hiring policies and procedures, and that best practice is followed and documented
• Vacancy posting in internal and external media as appropriate.
• Maintain tracking system of Kakuma and Dadaab operation vacancies and the entire recruitment process and compile monthly report on recruitment.
• Participate in recruitment interviews, provide interview outcome summary.
• Responsible for staff orientation and on boarding of all new staff.
• Lead the recruitment of Intern and overall implementation of the Internship policy at the Field Office.
• Lead the workforce planning process and Support succession planning discussions and implementation of agreed activities at the Field Offices.

Reporting

• Compile updates and HR Management reports.
• Periodically review organizational charts to ensure that they are up to date, reflect current staffing levels and payroll and conform to the PWJ policies.
• Responsible for maintenance and ensuring monthly reporting through timesheets.

Contract Management:

• Ensure all staff have valid and signed employment contracts
• Monitor and ensure end of probation evaluations take place and outcomes implemented
• Coordinate the exit process and ensure finalization of all procedures within one month.
• Facilitate for preparation of employee final dues and termination of benefit enrolment
• Close staff records on Timesheets

Staff Learning and Development:

• Coordinate development of the annual Learning and Development (L&D) plan
• Facilitate all requests for staff training as approved in the Annual L&D Plan
• Monitor and produce periodic reports on the implementation of the learning and development Annual Plan including mandatory required internal training.

Required qualifications, skills and experience Education:

• Bachelor degree in Human Resources Management or a Bachelor’s degree in business administration and/or a Diploma in Human Resources Management/Business administration.

Experience:

• 5 years relevant experience in a similar position or as a Human Resources Officer in a busy Organization.
• Microsoft Office packages application
• Membership certificate of recognized practitioner organizations such as Institute of Human Resources Management (IHRM) is added advantage