People & Culture /HR Officer - Generalist at World Vision 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