Human Resource Assistant, Kenya/Somalia

Country and Base Assignment: Kenya/Nairobi
Duration: 1 year(with extension possibility)
Line Manager : HR Manager, Kenya/Somalia
Estimated Start Date: 16/03/2015
 
MISSION
Brief overview of SI INTERNATIONAL work in the country :
Solidarités International (SI) has been operational in Somalia since 2007. SI main areas of intervention are WASH and Food Security. In Kenya, SI has field base in North Horr. Resilience and WASH project are implemented in Marsabit county, with funding from EU and DFID. In Somalia, SI has field bases in two regions: Gedo with offices in Mandera (on Kenyan side), Luuq and Elwaq and in Galgaduud with offices in Adaado and Abudwak. Projects are focusing on WASH and food security.
SI secured funding form ECHO, OFDA, CHF and UNICEF. At the time of the writing of this job description SI is also considering opening activities in other locations.
How the mission is organized :
The coordination is based in Nairobi. The Field Team dedicated to Somalia Programs is based in Dadaab and Mandera in Kenya, close to the Somalia Border. Kenyan field office is in North Horr.
Insecurity in Somalia does of course affect our presence on the ground. This situation has deteriorated lastly, affecting all humanitarian activities of all humanitarian actors, and incurring real difficulty of access.
The Kenya/ Somalia mission does not follow a classic set up. There are two different missions followed by the same coordination team. Kenya and Somalia contexts are different. External actors (INGOs, LNGOs, donors, authorities, forums, etc.) are completely separated for Kenya and Somalia missions: it therefore multiplies the workload of the coordination team.
 
Position Objective:
At his/her assigned Nairobi office, the Human Resource Assistant will daily support the HR Manager in both national and expatriate administrative tasks relating to Human Resources for the Kenya/Somalia Mission.
ORG CHART POSITION (reporting and functional relationships)
Line manager: HR Manager
Line report(s): - None
Functional manager: - None
Functional report(s): -None
 
Key responsibilities:
Note: This list gives the framework of your activities but it is not exhaustive. You may be asked to complete other duties.
A-National Staff
Administrative support and Organisation
 Provide specific HR Administrative information’s to employees (ISR Policies, Medical insurance, leaves and other benefits)
 Assist HR Manager in national staff welfare management (collect of staff information, emergency call, NHIF cards,
etc…). and integrate them into the Human resources management software (Homère) and hard files
 Keep the organization chart up to date and share with the HR Manager
 Organization of staff events in liaison with line manager, Office Receptionist/Clerk and logistics department
Induction and Training
 Participate in administrative briefing of new personnel by preparing the induction timetable and briefing staff about SI HR policies and processes
 Participate in the organization of training by keeping records of training to all staff and updating the TNA sheet
 
Recruitment and Selection
 Edit and format adverts of vacancies for the Mission according to requirements
 Circulate and communicate the adverts to channels of advertising after approval of Managers
 Participate drawing planning of interview and tests with managers
 Contact shortlisted candidates for interviews and Technical tests sessions
 Assist recruitments by preparing interviewing tools and ensuring availability of room
 Prepare and follow up employment contracts and Solidarités’ ID cards.
Systems Follow Up/Archiving
 Monitor and prepare work contracts/amendments for Nairobi staff
 Issue staff ID Cards to all staff
 Maintain HR database and reporting system (Homère) updated for Coordination office.
 Maintain the HR filing system for Coordination office, with proper files maintained for each staff member, both manually and electronically.
 Follow up and file all appraisals and annual leaves for Coordination staff.
 File all recruitment documents appropriately
 Send electronic/digital HR archives to HQ on a regular basis
 Ensure the confidentiality of all HR data
 
Payroll
 Prepare Coordination staff payroll.
 Prepare and make payments of the statutory returns (NSSF, NHIF and DIT) after validation of the Administrative Coordinator
 Edit monthly payslips for Coordination staff after validation by HR Manager, and forward to finance department
 
B-International Staff
Visa/Work Permit/Travel Permit Follow Up
 Prepare and submit applications for visa/working permit/travel permit after being validated by HR Manager.
 Follow up of visa/working permit validity.
Communication/Representation
 Share with the HR Manager all information concerning HR
 Participate in the HR networking meetings.
 Represent SI by delegation in the HR networking meetings when requested by the HR Manager
 Assist in relation to the registration and statutory regulatory bodies( NGO Board, Immigration, NSSF, etc)
Profile sought:
 Education:
o Higher Diploma in HR Management as a minimum requirement
 Experience:
o At least 2 years of related work experience, preferably working for an International Non-Governmental Organization (INGO) working in Somalia and Kenya ;
o At least 1 year experience in various visa and work permit application processes
o Experience in interpretation and application of Staff Regulations
 
 Technical skills and knowledge:
o Good knowledge of several visa and work permit processes;
o Good knowledge of the Kenyan labour laws;
o Good written and oral communication skills;
o Good computer skills(WORD, EXCEL, POWER POINT and Internet);
o Knowledge of the Homére payroll system is an added advantage;
o Good interpersonal skills;
 
 Languages:
o English: Fluent with excellent speaking and writing capacities;
 
 Other desirable qualities:
o Flexible work attitude and proactive;
o Creativity and energy to implement new HR tools;
o Ability to work productively in a team environment;
o Strong capacity to work with initiative and without close supervision;
o Ability to work independently, set priorities and meet deadlines;
o Fast learner, multitasking;
o Ability to deal with more workload and sometimes reassess priorities;
 
How to apply:
Send a cover letter and CV to the following email address: jobapplication@solidarites-kenya-som.org. Please indicate the job title in the email subject line.
Deadline for applications: 18th February 2015. Please note that only shortlisted applicants will be contacted for interview.
SOLIDARITÉS INTERNATIONAL is an equal opportunities employer