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Training Supervisor

Essential Duties

Compliance

  • Ensures development, implementation, dissemination, and monitoring of training schedules.
  • Coordinates and participates in inter-departmental process reviews for CWS RSC Africa.
  • Maintains a current understanding of the US Refugee Admissions Program guidelines, PRM

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Program Announcements, DHS policies and CWS RSC Africa’s Policies and Procedures.

  • Assists the Training Manager in the completion of Internal Monthly Training Report for CWS HQ, and PRM quarterly progress report.
  • Assists the Training Manager in the development and updating of the Training Handbook and policy memos.
  • Assists the Training Manager in yearly external audits in responding to training audit inquiries as requested.
  • Analyzes all training reports, survey results, attend training dry runs to monitor training effectiveness and proposes different training approaches.
  • Ensures new staff orientation curriculum, recurrent and mandatory training are built, uploaded, and updated on the RSC Africa Moodle online learning management system (eMS).
  • Ensures training attendance records in eMS or manually are properly updated and maintained by Staff Trainers.
  • Ensures data tracking functions on the eMS are effectively utilized to ensure accurate and timely reporting.
  • Assists the Training Manager in the development of effective training indicators and goals, including pre- and post-training assessments and satisfaction surveys from trainers and participants for reporting of Training Unit activities.

Representation

  • Develops and maintains effective relationships with CWS RSC Africa vendors and USRAP implementing partners.
  • Ensures internal and external communication with vendors or USRAP partners from the department is professional, timely, and proactive.
  • Serves as the Training Unit’s primary point of contact for the Training Mailbox.
  • Represents organizational policies and culture to staff.
  • Serves as Training Unit point of contact for the CWS RSC new hire Mentorship program.

Program Administration

  • Coordinates mandatory trainings for all RSC Africa staff (including all sub-offices) and tracks attendance to ensure 100% attendance.
  • Supervises the implementation of departmental training agreed upon with department management and in line with PRM Objectives and Indicators.
  • In close coordination with the RSC Administration department, assists the Training Manager in planning offsite and external training.
  • In coordination with Programs Management, conducts RSC Africa programs-wide training needs assessments and identifies skills or knowledge gaps that need to be addressed on an ongoing basis.
  • Ensures Training Unit staff are trained on how to build online courses and are proficient in working with RSC Africa Moodle online learning management system (eMS) including any new software upgrades and improvements.
  • Provides technical support on training development, training design, monitoring, and evaluation instruments, and training feedback mechanisms to RSC Africa management and staff.
  • Hosts train-the-trainer sessions for internal subject matter experts.
  • Manages and maintains in-house training facilities and equipment.
  • Works closely with CWS RSC Africa USRAP Programs supervisors to develop questions for Job Knowledge and hiring assessments.
  • Develops monitoring tools to ensure Staff Trainers remain up-to-speed with iSpring Suite, LMS, Survey Monkey, and eSkill functionality.
  • Assists the Training Manager in developing, monitoring, and reporting training annual plans and goals.

Performance Management

  • Oversees and manages the daily workload and performance of Staff Trainers by monitoring staff time and attendance, regularly providing and documenting performance feedback, completing probationary and annual evaluations, participating in hiring interviews, and undertaking other human resources functions associated with supervising staff.
  • Undertakes coaching, mentoring, feedback, and corrective action plans as needed.
  • Undertakes alignment of performance expectations, on-boarding, and training of Staff Trainers.
  • Evaluates and assesses training needs of Staff Trainers and takes the lead in organizing and providing training regularly.
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Staff Care

  • Ensures a safe, healthy, and professional work environment.
  • Ensures direct reports access and use their benefits appropriately, including leave.
  • Actively supports staff by promoting safe space, open-door, and the escalation policy.

This position also undertakes other duties assigned by CWS RSC Africa Management.

Qualifications

Experience:

  • Eight (8) years of paid work experience is required.
  • Three years of training experience is preferred.
  • Proven ability to communicate professionally with internal and external stakeholders is required
  • One (1) year of direct supervisory experience is preferred

Skills

  • Excellent interpersonal and innovative training skills.
  • Thorough knowledge and comprehensive understanding of Operations Policies and Procedures.
  • Excellent organizational and time management skills.
  • Advanced computer knowledge, specifically with MS Office (Excel, Access, Outlook, Word, PowerPoint), online training and meeting platforms (such as WebEx, Zoom, Go-to Meeting and Teams), Learning Management Systems, and Adobe Acrobat.
  • Strong verbal and written English language skills.

Abilities

  • Supervise staff to ensure policies and procedures are implemented and executed in accordance with guidelines and standard operating procedures;
  • maintain a high performance standard with attention to detail, completing tasks within set timeframes;
  • Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems;
  • Deal effectively and courteously with a large number of associates, outside agencies, refugees, and members of the general public;
  • Manage large and diverse workload under pressure with competing priorities.
  • Maintain the integrity of official records;
  • Analyze and solve complex problems and make sound decisions;
  • Work with minimal supervision
  • Maintain a high performance standard with attention to detail;
  • Work independently and contribute to overall operations of RSC Africa;
    • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Education & Certifications

  • Bachelor’s Degree or 4 years of paid work experience in lieu of a Bachelor’s degree is required.
  • Certificate in course development, training development, instructional design, or an applicable training is preferred.

Important Requirements

  • Strong English communication skills, both written and oral.
  • Ability to work in a multi-cultural environment required.
  • Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Senior Human Resources Assistant 

Essential Duties

  1. Maintains an efficient and effective filing system for HR documents, including the filing of staff files using the checklist.
  2. Support the Recruitment Cycle (post vacancies, short-list CV’s, arrange interviews, maintain candidate employment applications, conduct reference checks, extend offers, send regrets letters to unsuccessful applicants, update recruitment report, etc.)
  3. Organize HR fileserver and manage the archiving of HR documents as per CWS RSC Africa policy.
  4. Preparation of Payroll Management Reports (PMRs) for international and national staff and communicating the same to HQ for payroll action.
  5. Ensure smooth coordination of travel and accommodation logistics for new international staff and advise them on the visa requirements.
  6. Maintains accurate staff list and complete all the information as guided by the supervisor.
  7. Ensure staff have read and signed all the policies as required and maintain an up to date staff list with all the policies for quarterly reporting as per Program Integrity Guidelines.
  8. Maintains an up to date emergency contact list for CWS Africa.
  9. On-board new hires (collect new hires documentation, prepare of IDs and issuance of access cards to new hires and visitors)
  10. Work with IT to ensure access cards are activated and returned when not in use especially by the visitors and exiting staff.
  11. Support with recruitment exercise and communication with candidates.
  12. Manage staff leave, timesheets, and communicate to the payroll person.
  13. Prepares regular reports including monthly overtime report, monthly sick and annual leave report for Nairobi, and monthly international staff work permit report.
  14. Maintains a thorough understanding of Ministry of Foreign Affairs requirements for work permit and identity card processing/cancellation for international staff.
  15. Work with MFA consultant to ensure international staff work permits, visas and IDs are processed in good time, and process the payment of consultancy fee.
  16. Maintains updated copies of staff documentation including passports, vaccination cards, national ID, and educational certificates.
  17. Ensure staff exiting have been provided with clearance forms and exit interview global link.
  18. Prepares certificates of service for separated staff in accordance with CWS Africa’s standard operating procedures and relevant labor legislation.
  19. Prepares monthly probationary report and share with supervisors/managers a month before the probation end date.
  20. Maintains and updated staff list (new hires, promotions, deletions, etc. and saved on the file server by end of every month).
  21. Maintains notification system of pending employee performance reviews and liaise with the supervisors and employees concerned.
  22. Maintains contract expiry dates and update the unit heads two months in advance.
  23. Supports with the development of SOP and implementation of the same.
  24. Ensure staff medical and other insurance coverages are up to date. This includes but is not limited to enrollment, deletions, issuance/replacement of medical cards, trainings, debits, credits, evacuations and monthly reconciliation of the payments.
  25. Performs other duties that may be assigned to ensure effective and efficient administration of CWS Africa Human Resources section so as to meet the program’s objectives and maintain high professional standards.

 Qualifications:

Experience: 

  • Four (4) years’ work experience required
  • Three (3) years’ experience in a busy HR office is required. 
  • Experience in the Non-Governmental sector preferred.

Skills: 

  • Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access 
  • Excellent English communication skills, both oral and written 
  • Excellent organizational and time management skills 
  • Excellent understanding of confidentiality 
  • Strong interpersonal skills 
  • Strong analytical skills with the ability to understand, process, and document information 

 Education & Certifications: 

  • Bachelor’s Degree or four (4) years of relevant paid experience in lieu of a bachelor’s degree required. 
  • Diploma in Human Resources strongly preferred. 
  • Member of Institute of Human Resource Management preferred 

 Abilities

  • Manage large and diverse workload under pressure with competing priorities.
  • Maintain the integrity of official records.  
  • Analyse and solve complex problems and make sound decisions.  
  • Work with minimal supervision
  • Maintain a high-performance standard with attention to detail.  
  • Work independently and contribute to overall operations of RSC Africa.   
  • Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

Important Requirements:

  • Strong English communication skills, both written and oral.
  • Ability to work in a multi-cultural environment required.
  • Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required

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