Summary
Date Posted: Monday, August 22, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
The role
• The SSC HR Officer will act as the key HRIS system administrator, ensuring that data in the system and staff files are accurate and up-to-date. S/he will also be responsible for employee benefits administration, payroll and out of payroll staff payments as well as other administrative support to deliver the related transactional HR Services for SSC.

Accountabilities and main work activities
Insurance & Medical Benefits 30%
• Process timely enrolment and deletion of client staff onto relevant benefits including medical, GLA/ GPA/WIBA/Provident Fund.
• Provide regular support to ensure client staff access to benefits and maintain up to date records on usage.
• Regular follow-up on medical claims/ reimbursement to client staff.
• Capacity build and provide regular updates to client staff on use and administration of various insurance benefits.
• Coordinate timely monthly replenishments of the outpatient fund and monitor usage and submit a monthly medical deductions statement.
• Regular engagement with the insurance brokers and administrators to ensure the service provided is of high quality.
• Review of the performance of insurance schemes and share periodical reports with the client.
• Timely renewal of the employee benefit insurance and administrative schemes.
• On the provident fund, work closely with the scheme provider and the Board of Trustees to ensure client staff get the maximum benefits.
• Work with the Board of trustees to educate client staff on provident benefits and encourage high contribution to maximize on benefits.
• Monitor staff membership to ensure eligible client staff join the provident fund immediately on hire.
• Support separating staff to access their provident benefit upon request.
• Support in reaching out to formerly separated staff who have retired to access their provident retirement benefits.
• Facilitate payment of claim to beneficiary(ies) in the event of death.
• Regularly generate reports on staff records and benefits as required.

Employee Records and HRIS Management 20%
• Ensure all new client staff fill the staff details form.
• Open personal file for new client staff.
• Addition of new client staff to HRIS and registration to SuccessFactors.
• Regular documentation of client staff records through the life cycle of the staff in the organization and filing of the same for ease of retrieval.
• Maintenance of up to date records on a continuous basis.
• Identify HR records for archiving based on client staff changes and ensure a well-maintained HR archive.
• Update all staff leave records in the HRIS.
• Launch of performance management documents and support staff and managers on related HRIS processes.
• Support the role out of new modules & changes in HRIS.
• Generate and back up monthly reports of staff records from the HRIS.
• Regularly provide information and reports from HRIS as required at GH level and by other relevant parties.
• Act as a member of health and safety committee for SSC and facilitate implementation of health and wellness strategies.

Payroll Administration and managing staff exits 20%
• Timely provision of documents to support payroll processing including contracts, staff movements and separation letters.
• Ensure that new hires submit payroll related documents on time and coordinate with SSC Finance.
• Make staff changes on a monthly basis in preparation of the payroll and submission to SSC - Finance by 10th of every month.
• Ensure all staff are enrolled and have accounts on the Perpay system and all their statutory numbers and details are uploaded for payroll purposes.
• Regularly liaise with the service providers (Netcom) in case of any challenge while running payroll or while doing transitions.
• Facilitate staff clearance and process their final dues.

Recruitment 15%
• Receive fully authorised request to recruit forms for Temporary Staff and facilitate the request.
• Assist in raising PR for vacancy announcements to Daily Newspapers, upload vacancies to websites and share them widely.
• Supervise written tests in consultation with the SSC HR Coordinator Recruitment.
• Compile documents in respect of the selected candidates from the panelist and ensure
• Complete acknowledgement (appended signatures) of interview notes.
• Support in preparing Recruitment packs in preparation of interview sessions
• Support in undertaking reference checks for successful candidates in line with Plan international reference policy.
• Support the SSC HR Coordinator, to conduct send out employee information pack to successful candidates.
• Send out the Pre- employment checklist to successful candidates ensuring they provide relevant documentation prior to reporting date.
• From time to time facilitate interview sessions by being the SSCHR representative in the panel.

Onboarding & Orientation 5 %
• Sign up of Plan International policy documents for all new client staff.
• Organize new client staff orientation and on boarding.
• Facilitate processing staff identity cards for new staff.
• Create staff files for new client staff with all relevant documentation upon on-boarding.
• Orientating of new staff and continuous customer service support on the HRIS.
• Ensure staff are aware of relevant policies and procedures and implications of not adhering to them.

Contract Management 5%
• Provide prior notice to client on confirmation of contract renewal or non-renewal.
• Ensure that client staff who have completed their probation are provided with confirmation letters or discontinuation according to client instructions.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)
• Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensure that Programme implementation staff at the country office and in the field are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies.
• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team.
• Ensure that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Leadership competencies
• Courageous in taking a lead, focussed on Plan International's purpose and making the most effective contribution within their own work context.
• Behaves in line with Plan International values and safeguarding practices, inside and outside work.
• Challenges own attitudes, unconscious bias and behaviour and speaks up when they see wrong doing, especially by those who use their power over others to create fear or abuse.
• Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
• Honest and efficient in use of resources, including own time.
• Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
• Constructive and optimistic in facing setbacks, challenges and change, using own initiative to analyse issues and improve things.
• Good team player, communicating effectively and being open and supportive towards those around them.

Business management competencies
• Knows the resources required for their role. Manages their own workload, avoiding under or overcommitting to delivery activities.
• Works according to principles of data protection.
• Understands how information is used for reporting and decisions making.
• Understands their responsibilities, level of decision making and how their role contributes to the wider team.
• Works in accordance to the policies and procedures relevant to their role and responsibilities.
• Applies the Code of Conduct principles to their work activities.
• Understands their responsibility to manage legal and reputational risk relevant to their role.
• Gender, equality and inclusion: Understands and can identify the causes of gender discrimination, exclusion and inequality.

Technical expertise, skills and knowledge
Qualifications/ experience essential:
• A Bachelor’s degree in HR or related field with a Higher Diploma in HR Management.
• Membership with IHRM.
• At least 2 years of relevant experience in the HR field.
• Conversant with HR online systems.
• Strong communication skills, both verbally and in writing.
• Ability to negotiate, all levels of the Regional office and outside of line management relationships.
• Strong communication skills, both verbally and in writing.
• Excellent interpersonal skills with the ability to build strong relationships and networks quickly at every level within the Regional office.
• Listening, coaching and counselling skills.
• Ability to support and manage change effectively.

Languages required
Excellent written and verbal communication skills in English.
Behaviors:
• Role model our values and behaviors both internally and externally.
• Engages sensitively with community members on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.
• Promotes equality, including gender equality, inclusion and girls’ empowerment in Plan’s work and in its work with partners
• Apply participatory influencing methodologies both internally and externally
• The ability to build collaborative working relationships
• Ability to influence
• Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization – linking partnership opportunities with the context of the wider organizational strategy
• Communicates effectively at a high level and with a range of appropriate styles for different audiences
• Builds capability through knowledge sharing, networking, mentoring, coaching and advocates the importance of knowledge management

Plan international’s values in practice
• We are open and accountable
• We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.
• We strive for lasting impact
• We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.
• We work well together
• We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.
• We are inclusive and empowering
• We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.


Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

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