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Junior Officer Human Resources (Maternity Cover)

Job Summary:

The incumbent will be responsible for general HR administrative support together with processing monthly national payroll. Includes undertaking a range of administrative duties, following processes and managing HR data & systems to ensure accuracy at all times.

Main Duties and Responsibilities

Recruitment/Induction/Orientation/On-Boarding:

• Preparing longlisting matrix for submission to hiring manager.
• Scheduling of interviews including contacting candidates, booking venues etc.
• Identifying and notifying the interview panel of time and date of interview.
• Coordinating collation of practical tests and oral interview questions from hiring manager.
• Preparing and issuing paperwork to the interview panel in advance of the interview.
• Assisting in conducting interviews for support positions.
• Collating interview reports.
• Providing interview feedback to unsuccessful candidates.
• Reference checking for new recruits.
• Organizing pre/post-employment medical check-ups for staff.
• Liaison with ICT for creation of new ICT users and disablement of leavers.
• Organising & scheduling induction/orientation for new staff with other departments.
• Induction/orientation of new staff as appropriate.
• Updating monthly recruitment reports to share with budget holders.
• Assisting new staff in appropriately completing induction forms.

HR Administrative Roles:

• Maintaining leave/TOIL records.
• Creating and maintaining hard and soft files for new staff.
• Archiving staff records six (6) months after end of employment.
• Archiving unsuccessful interview candidate records after one (1) year.
• Dispatching and ensuring receipt of all staff documents while maintaining relevant records.

Benefits Administration

• Processing national payroll and all statutory payments.
• Timely submission of complete & correct medical, life, WIBA and AMREF cover memberships forms (where applicable) for new staff.
• Issuing and retrieving IDs and smart cards to staff.
• Maintaining files for staff medical, life, WIBA and AMREF covers.
• Administration of staff welfare and pension scheme benefits.

Contracts Management

• Issue contracts to new staff and process contract extensions.
• Coordinate probation reviews and confirmation and report to the Manager on PIP actions.

Staff Separation

• Monitor contract expiry dates and notify Line Manager and HODs for further direction.
• Advise and facilitate staff in the clearance process including preparing final payments and terminal benefits.
• Preparing and dispatching certificates of service for leavers.
• Timely termination of medical, life, WIBA and AMREF covers of staff on exit.

Data Analytics

• Keeping the staff database up to date.
• Collating of HR data, storage and retrieval.
• Collating monthly training reports for all staff.

Policies, Procedures & Best Practices

• Ensure staff are aware and understand their terms and conditions of service and any changes that may be applicable.
• Contribute to the review, dissemination and implementation of HR and administration policies and procedures.
• Monitoring for compliance with employment law, policies and procedures.

Others

• Adhere to and promote the standards outlined in the Concern Code of Conduct and associated policies to their team, beneficiaries, and be committed to providing a safe working environment
• Participating and contributing towards Concern’s emergency response, as and when necessary
• Take all possible measures to meet Core Humanitarian Standards (CHS)
• Any other duties as assigned by the Line Manager

Person Specification

Minimum Education, Qualifications & Experience Required:

• Bachelors’ degree in Human Resources Management, Administration, Business Management or relevant field.
• At least two (2) year working experience. Previous experience in an international NGO is an added advantage.
• Computer skills, including Microsoft Office applications (MS Word, Excel, PowerPoint)

Preference will be given to candidates who possess the following:

• Good computing and report writing skills
• Be able to work independently, as well as in a team
• Be willing to accept responsibility and to show good judgment, initiative, and resourcefulness
• High integrity and demonstrated ability to follow standards and policies
• Ability to work in a systematic and organized manner and to tight deadlines
• Positive attitude and willingness to learn
• Fluent in both spoken and written English and Kiswahili.

Compliance Coordinator

Main Duties and Responsibilities

To ensure that there is sound financial systems, controls by:

• Testing internal controls, targeting particular high-risk areas (e.g. payment, cash voucher and procurement processes), documenting any weaknesses and making recommendations to address these weaknesses.
• Liaising with relevant staff to proactively ensure issues identified during the transaction testing are rectified. The Compliance Coordinator will be responsible for following up with relevant management on changes implemented to address issues identified
• Communicating and educating staff on compliance requirements and necessary practices for compliance to Concern and donors’ policies and requirements.
• Act as audit coordinator for donor audits which requires attendance at opening/closing audit meetings, coordinating staff members, reviewing the completeness of selected documents prior to submitting to auditors and responding to donor audit reports
• Maintaining a log of actions required from various audits/reviews and working closely with departments/partners to ensure that any issues identified are properly understood, improvement commitments are made and that their implementation is monitored.
• Attend Project Management Meetings held at the various stages of a project/grant (Opening, Interim and Closing) to ensure relevant compliance issues are discussed and understood.
• Support Grant Owners with their review of new donor agreements to ensure the main compliance requirements are identified.
• Periodically review grant files maintained on Concern’s Grant Management System (and in hard copy as required) to ensure that all relevant documents are filed and easily accessible.
• Liaise with other INGOs and networks and other relevant stakeholders for effective coordination and implementation of compliance issues.
• Occasionally attend key activities (e.g. tendering, large recruitments) as an observer.

Support partners in their donor compliance obligations (Local Partner Development & Support) by;

• Review partner assessment reports to identify capacity gaps and liaise with relevant staff to develop and execute an action plan in a timely manner.
• Visiting partners’ offices to conduct compliance testing and organize donor compliance training for Concern partners to address compliance gaps identified during testing.
• Making recommendations to the Country Management Team on compliance issues of Concern’s partners, with special focus on the key areas that require management attention for immediate improvement (findings rated as high risk).

Other Duties

• In conjunction with the respective CMT, considering what other training should be scheduled for staff and implementing partner staff. Liaising with Concern HQ to support these training needs. When requested by the senior management, assist in preliminary investigations of alleged frauds, mismanagement, loss of assets or any other investigation to a maximum of two fraud investigations per year.
• Undertake any other appropriate tasks that may be requested from time to time by your line manager.
• Participate and occasionally present on key compliance areas identified in the Global Concern Compliance Network held every two months.

Person Specification

Minimum Education, Qualifications & Experience Required:

• Qualified Accountants (ACCA/CPA or equivalent)
• A degree in Commerce, Finance, Accounting or related field
• At least ten (10) years’ experience working in a finance/accounting/audit role.
• At least three (3) years internal or donor auditing experience.
• Knowledge of donors financial policies and procedures.
• INGO work experience would be advantageous, preferably in a finance or compliance position, with particular experience of institutional donors such as Irish Aid, EU, ECHO, FCDO, USAID
• Experience in developing and delivering training workshops and materials.
• Prior working experience in Somalia and context knowledge would be an advantage.
• Good communication and coordination skills; Fluent in spoken and written English
• Advance knowledge and experience of using Excel is MUST

Desirables & Special Skills:

• Ability to instruct and enforce adherence to rules and regulations
• Ability to organize and prioritize workload
• Good team player and capable of working with multicultural team.
• Ability to cope with stress; work under pressure often to strict deadlines.
• Facilitation and interpersonal skills.
• Alertness and vigilance to potential breaches in compliance

Method of Application

Interested candidates, who meet the above requirements, should send a detailed CV with three referees and Cover Letter Only to nairobi.hr@concern.net with the subject of the email as “Junior Officer HR’ on or before Wednesday 10th May 2023 “. Only short-listed candidates will be contacted for interview.