World Vision Somalia People & Culture Administrative Officer Job in Nairobi Kenya

World Vision is an International Christian Relief and Development organization, whose goal is to achieve long-lasting benefits in the quality of life for vulnerable children and their families, displaced persons and communities. 

The Somalia program wishes to invite applications from highly competent dynamic, self-driven and results oriented candidate to fill the below mentioned position.

People & Culture Administrative Officer - Nairobi

To provide People & Culture administrative services to all departments in line with WV Somalia People & Culture policies and Partnership standards with a keen eye on providing efficient customer service.

Major Responsibilities:

Recruitment & On-Boarding Processes

• Follow-up with Line-Managers on submission of approved staff requisition forms
• Prepare draft adverts for Nairobi national staff hires pending approval by the line managers
• Prepare draft online requisitions for international hires through IBIRS system
• Conduct pre-screening of applications for Nairobi hires
• Send out invitations to short-listed candidates for Nairobi hires and send out regret letters to unsuccessful candidates
• Prepare interview packages and facilitate interview process
• Draft interview minutes for approval
• Liaise with administration department to submit work permit documents
• Supporting on-boarding processes for new staff.

Employee Benefits Administration

• Ensure medical claim forms are duly completed and submitted to the medical insurer for reimbursement
• Ensure timely processing of monthly medical debit notes for payment
• Ensure annual renewal premiums for medical and group life are received and processed in a timely manner.
• Ensure timely communication of any salary changes for group life cover
• Ensure credit notes for medical and group life for deleted members are issued by the insurer.
• Ensure timely communication to the insurer of enrollment and deletion of members from the medical cover and group life insurance
• Prepare salary adjustment letters to staff when salary changes are made
• Ensure staff benefits and allowances are administered within entitlements per the current P&C policies
• Respond to staff queries concerning benefit entitlements
• Prepare and submit housing worksheets of international staff to Global Center

Handling Correspondence and internal P&C communication;

• Prepare correspondence for staff to external parties
• Distribute P&C information to staff through e-mail and notice board.
• Prepare general correspondence to external bodies
• Take notes during staff meetings, P&C team meetings and other meetings

Employee Files/Documentation/Record Management;

• Ensure Nairobi employee files are consistently updated upon hire and on a monthly basis with relevant on-boarding documents, contract documentation, policy forms and child protection documents.
• Ensure separation documents are appropriately filed for all staff.
• Ensure field employee files are consistently filed upon hire and conduct monthly monitoring of employee files to verify that relevant on boarding documents, contract documentation, policy forms, child protection documents are filed for all staff in Somalia.

Qualifications: Education/Knowledge/Technical Skills and Experience

• Higher Diploma in Human resource Management or its equivalent
• Minimum three (3) years’ experience in Recruitment, Benefits Administration & Records Management in an International Organization. 3 years’ experience in a large INGO would be preferred.
• Demonstrates well developed interpersonal skills, good communication skills, both verbal and written
• Ability to operate in a multi-cultural environment
• Very good organizational skills
• Excellent attention to detail with good analytical skills
• Very good customer service skills
• A good understanding of Human Resources Best Practices and Kenya Labor Laws
• Thorough knowledge of office systems, including computer applications in Microsoft Office
• Able to work in a cross-cultural environment with a multi-national staff.

Detailed CV’s together with names and addresses of three referees should be sent to the email address below clearly indicating ‘People & Culture Administrative Officer’ on the e-mail subject. 

All applications should be received by June 18, 2014. 

Only shortlisted candidates will be contacted.

People and Culture Manager
World Vision International – Somalia Program
Email: recruitsomo@wvi.org