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Manager Employee Relations, HR Shared Services

Applications are invited from qualified candidates for the above position based in Nairobi Kenya. The position holder will report to the Senior Manager, HR Business Partner, Health and Manager HR Business Partner, Academics in the Human Resource Department and will serve both AKUHN & AKU entities.

Key Responsibilities:

  • Conduct complex and sensitive workplace investigations, including determining appropriate investigation strategies,
  • Draft well-written investigation-related documents, such as leader/HRBP talking points, written warnings, and case executive summaries.
  • Participate and support the documentation of investigations of complaints, grievances, and issues.
  • Provide calamity management support to employees, leaders, and HR Business Partners
  • Promote knowledge and understanding of organisation policies and of relevant employment laws through advising and training managers and supervisors in best employee relations practices and strategies.
  • Partner with Legal team and HRBPs on the review and assessment of organizational changes 
  • Analysis of data/facts to reach a fair and consistent approach which minimizes the risk to the organisation
  • Manage harassment complaints, employee grievances in line with the Organisation’s policy and applicable laws.
  • Ensure timely and compliant handling of complex grievance and discipline requests and provide advice and counsel to Employee Relations Specialist.
  • Develop Employee Relations Institutional policies as and when need arises.
  • Lead management of grievances, discipline matters as per Institutional policies
  • Frequently keep management abreast about latest updates of employee relations.
  • Keep management informed of the working environment and employee related issues. Develop strategic employee relations initiatives and prepare recommendations pertaining to the institution-wide policy matters.
  • Advise and train managers and supervisors in best employee relations practices and strategies.
  • Foster and maintain good relations with the recognized union
  • Any other duty as assigned by the Senior Managers.

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Educational /Professional Qualification & Licensure

  • Bachelor’s degree in a relevant field – Essential
  • Master’s degree – Essential
  • CIPD – Desirable

Relevant Experience 

  • Minimum of 5 years of demonstrated work experience
  • Significant employee and labor/industrial relations subject matter expertise
  • Exceptional interpersonal and communication skills
  • Successful record of creating, improving, and executing programs at scale
  • Experience in identifying and resolving complex issues
  • Ability to remain tactful, calm, and persuasive in controversial and/or confrontational situations.
  • Advanced sense of accountability, high-quality judgment, and sound decision-making
  • Knowledge of the local Labor Laws and Human Resource practices
  • Experience of working within a HR/confidential environment.
  • Proficient in the use of IT, good working knowledge of Microsoft Applications such as Word, Excel & Outlook
  • Excellent problem-solving skills and managing tight deadlines.
  • Prioritisation of own workload in a busy office environment
  • Knowledge of the wider organisation and how it functions within the external environment.
  • Conflict resolution skills
  • Technology skills with experience using various HR software programs.
  • Counselling and analytical skills

Knowledge and Competencies

Excellent communicator

  • Able to communicate effectively with people at all levels, gaining commitment to
  • concepts, ideas, and delivery
  • Cascade information appropriately; delivering the right message at the right time in the right manner
  • Able to translate complex processes in an engaging, clear, and understandable method
  • Able to engage and influence peers and senior stakeholders across the organisation
  • Provide management information when requested
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Planning and Prioritisation

  • Focuses on priorities and deliverables and follows up to ensure goals are achieved
  • Able to manage multiple tasks effectively and focus on priorities and deliverables
  • Identifies and plans the resources needed to ensure all deliverables are met

Self-Management

  • Act as a role model for the institution’s values and behaviours
  • Self-disciplined in allocating and utilising their time
  • An ambassador for change

Customer Focus

  • Able to always consider the impact on the customer
  • Keep abreast of all issues that may impact the customer
  • Be the Subject Matter Expert for specific processes and be the escalation point for complex support and lead, from a Shared Service perspective on key activities beyond business as usual 

Closing Date: 12/02/2023

Associate, HR Department

Applications are invited from qualified candidates for the above position based in Nairobi Kenya. The position holder will report to the HR Business Partner, Academics in the Human Resource Department.

Key Responsibilities:

Employee Onboarding & Experience:

  • Conduct employment reference verification for potential new employees.
  • Manage onboarding and coordinate with additional stakeholders (e.g., IT for equipment set-up and L&D for induction training).
  • Manage probation evaluations and confirmations for staff
  • Conduct all exit interviews.

HR Advisory & Support

  • Act as a first point of people contact for all employees, answering queries on process and policy where possible and referring to the Shared Service Centre Manager lead where a more comprehensive response is required
  • Issue service letters to employees
  • Verify experience requests received from external employers
  • Support the wider HR team and business in any ad hoc administrative requirements.
  • Liaise with employees and line managers as required and in a timely manner, dealing with day-to-day enquiries and problem solving where possible.
  • Support in employee records management

Employee Relations

  • Assist in the management of employee grievances, disputes, and disciplinary cases, ensuring an equitable and fair treatment.

Payroll and Benefits Administration:

  • Assist in the documentation required for input for release of payroll.
  • Review and sign terminal benefits forms, resignation acceptance, contract conclusions and change in job status for staff members as per authority matrix for further processing.
  • Validate leave entries to ensure the accuracy of records entered.
  • Ensure that information sent for completion of Online Exit Checklist to respective departments for departing employees is accurate
  • Manage employee separations including final settlement of retiring employees.
  • Review receivables of resigned staff members.
  • Ensure timely processing of employee old age benefits and PRMBS requirements.
  • Ensure timely processing of staff personal loans.
  • Timely sending of probationary performance appraisal forms and service confirmation letters to respective supervisor/ department head.
  • Process incentive payments, special adjustments including additional qualifications/ responsibilities, etc. in line with approved policies.
  • Maintain records for providing information to Finance, prepare and maintain on-going basis compensation related statistics.  

Requirements

  • Bachelors’ degree in a relevant field. 
  • 3 – 5 years of demonstrated work experience.
  • Proven track record of providing People/HR administrative support to a large, multi-site, multi-disciplined organisation.
  • Experience of assisting with HR Processes.
  • Problem solving and managing tight deadlines.
  • Prioritization of own workload in a busy office environment.
  • Accurate and timely data entry onto people systems – ensuring the ongoing integrity of data.
  • Maintenance of up-to-date filing system – Including electronic files.

Knowledge and Competencies:

  • Able to communicate effectively with people at all levels in both writing and verbally.
  • Understand and be able to articulate information appropriately, delivering the right message at the right time in the right manner.
  • Able to engage and influence peers, colleagues and stakeholders.
  • Focuses on priorities and deliverables and follows up to ensure goals are achieved.
  • Able to manage multiple tasks effectively and focus on priorities and deliverables
  • Act as a role model for the institution’s values and behaviours.
  • Self-disciplined in allocating and utilising their time.
  • Able to always consider the impact on the customer.
  • Keeps abreast of all issues that may impact the customer.
  • Able to maintain own continuous professional development (CPD) and knowledge of ‘best practice’ in the administration area.
  • Attends and engages fully in any learning and development activities that are deemed appropriate by your line management.

Closing Date: 05/02/2023

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