Mercy Corps HR Assistant Job in Nairobi Kenya

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities.  

Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.  

Mercy Corps is looking for committed and dynamic individuals to take up the following position:

Human Resources Assistant - Nairobi

Department Summary:
 

The Operations department is currently undergoing a significant restructuring as a result of the recently prepared Functional Analysis. 

The new structure of support functions intends to follow PALM recommendations within current budget constraints. 

The Human Resources Manager position has been created in line with the above activities and is expected to cover HR functions only, with special emphasize on staff retention and capacity building.

General Position Summary:
 

Implement human resources procedures and policies in Kenya as outlined in the Mercy Corps Field Administration Manual and the Mercy Corps Kenya National Staff Policy Handbook; 

Assist in the achievement of MC program objectives with the facilitation of recruitment, remuneration and staff development across all teams in Kenya.

Essential Job Functions:

• Identify weaknesses in current HR systems. Advise supervisor on outstanding issues and assist in designing and implementing, as required;                                      
• Responsible for   maintaining personnel files for all staff – including recruitment documents, CVs, valid contracts, PAFs,  timesheets, employee data sheets, disciplinary papers and  performance evaluations; Ensure confidentiality regarding personnel activities and personnel data;
• Periodically audit and archive or destroy dated information, including employee and applicant files, in accordance with national law;
• Establish, maintain and archive the Job files and Application files for all new positions;
• Ensure the recruitment of national staff adheres to the standing Recruiting Policies and Procedures of Mercy Corps;
• Ensure participation of HR Department in interviews for new staff;
• Ensure Salaries and benefits adhere to Mercy Corps Kenya salary scale and standing protocols;
• Ensure Mercy Corps Kenya national Staff Policies strictly adhere to Kenya Labor Law as applicable;  This includes payment of appropriate taxes, benefits etc.;
• Maintain a tracking system for all types of leave of all employees;
• Maintain up-to-date staffing lists by program and department;
• Ensure that employee performance evaluations are completed as scheduled;
• Ensure that all national staff have an up-to-date relevant job description;
• Maintain annual holiday schedule including determination of exact holidays in advance of the holiday (as possible) and inform all staff;
• Coordinate coverage for operations during annual leave of key national staff. Create and implement a job-shadowing network for MC Kenya;
• Process the monthly timesheets for all staff including collection, review and compilation into payroll; train new staff on timesheet procedure;
• Process monthly payroll in conjunction with finance staff and ensure payroll is delivered in a timely manner to all provinces;
• Ensure all national staff receive Mercy Corps made I.D. cards;
• Identify training options in-country to meet the training-needs of Mercy Corps Kenya staff;
• Assist with operational budget for staff coverage as requested;
• Accountable for the orientation of all new, national staff on Mercy Corps Kenya systems, policies and procedures. Orient new staff on the MC online learning tools and MC specific websites;
• Ensure all new staff receive copies of the Kenya National Staff Policy Handbook and are alerted to benefits.  Continue with support and advice on policies, as required;
• Advise staff (national and international) on disciplinary procedures;
• Advise staff (national and international) on salary increment policies and procedures;
• Assist field office management in conducting or arranging for trainings and/or other human resource development activities;
• Ensure appropriate and timely clearance of terminated employees, as per MC Kenya policies and procedures;
• Participate in disciplinary, hiring and termination meetings with program staff upon request;
• Maintain confidentiality of all national staff personnel issues including disciplinary procedures and contracts/ pay rates;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission;
• Other duties as assigned;
• As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

Supervisory Responsibility: Human Resources Assistant

Accountability: Accountable for following the Kenya Labor Law, the policies and procedures as outlined in the Mercy Corps Field Administration Manual and in the Mercy Corps Kenya National Staff Policy Handbook.

Reports Directly To: Deputy Country Director
 

Works Directly With: Operations Manager Nairobi; Program managers; Program Team – All field office; Human resources staff in all field office; the Operations and the Finance team.

Knowledge and Experience:

• University degree in Business Administration or relevant field. 
• Minimum 5 years’ experience with office administration and human resources management; computer skills are required, must be able to follow guidelines and able to reinforce organizational policies; 
• Fluency in English and Kiswahili (written and spoken). 
• Solid communication skills and decision-making capabilities based on analytical skills and critical thought processes.

Success Factors:

• A positive attitude and an ability to work effectively as part of a dynamic team in a stressful environment;
• Detail-oriented;
• High degree of emotional intelligence;
• Excellent skills in problem-solving and in results-oriented approach to HR management;
• Ability to productively work as a member of an overall project and country team and as an individual;
• Ability to provide adequate technical support to field human resources staff;
• Detailed knowledge of the Kenya Labor Code.

How to apply

Interested candidates who meet the above required qualifications and experience should submit on or before November 30, 2012 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org

Applicants must clearly indicate on the email subject; The position and location they are applying for, e.g “Human Resources Assistant Nairobi Kenya”

Applications without the right subject heading will be automatically disqualified.

Please do not attach any certificates.

ONLY Qualified short-listed candidates will be contacted