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Job Title : Administrative Officer People & Culture
Reporting to : People & Culture Director
Grade Level : 13
Work Location : Nairobi
Purpose of Position
Provide overall administration and coordination services for the People & Culture department ensuring that the department is administratively supported to promote child wellbeing outcomes.
Major Responsibilities
Administrative Support to the People & Culture Directorate, 40%
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Support the P & C department in the delivery of People & Culture services
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Participate in the delivery of People & Culture functions including but not limited to; Recruitment, Administration of Compensation & Benefits, Employee Relations, Learning and development, Staff care and other P and C functions as may be required from time to time
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Coordinate administrative support for the People and Culture Directorate including but not limited to offering secretariat services, consolidating reports, maintenance of office assets, equipment and maintain adequate supplies/stationary
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Prepare correspondence on staff matters; bank, visa, certificate of service, letters.
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Ensure effective and efficient facilitation of departmental meetings, events, activities and projects
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Ensure timely disbursement of P & C correspondences.
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Ensure provision of excellent front desk services to P & C visitors.
Personnel Records and People & Culture Information Management, 30%
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Develop and maintain a People & Culture document management system that ensures safe and orderly custody of P & C information both manually and electronically.
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Create and ensure completeness of personnel files that meet the compliance standards
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Ensure personnel files are up to date and are stored, updated, archived and destroyed in accordance to the WVK Policies and government regulations.
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Support in timely retrieval of personnel files for use by P and C officers, auditors or any other authorized persons.
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Ensure confidentiality of staff records in accordance to WVK polices and the data protection regulations.
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Maintain up to date key P & C records including, Polices, Business processes, Organizational structures, Annual Operations Plans etc
Management of People & Culture Information Systems, 20%
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Ensure that all People related data captured in the HRIS is 100% complete and correct
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Build capacity of staff and line Managers on utilization of People & Culture information System
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Conduct ESS/MSS orientation for new / existing staff and managers to ensure staff data on OP is always 100% updated.
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Create and update frameworks for enabling OP System functionality and ensure that staff are correctly pinned for correctness of data.
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Liaise with the P&C users on a regular basis to ensure that Our People data is accurate
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Run regular HRIS Reports to ensure that error rates are maintained at 0%
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Generate reports (gender ratios, employment changes, leave balances, turnover ratios etc..) for performance tracking and management decisions
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Ensure accurate and timely submission of annual employee census report
Collaboration & Networks, 5%
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Actively participate in roll out of P & C initiatives
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Participate in committees and taskforces, as assigned
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Participation in Inter agency workgroups and other Networks
Any other Duty assigned by supervisor or designee 5%
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Participate in Trans teams and support other initiatives by partners in the spirit of integration
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Any other duties as might be assigned from time to time
Knowledge, Skills and Abilities
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Must have a university degree in Human Resource Management, Information Sciences, Social sciences or related field
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A professional Diploma in Human Resources Management is required if the first degree is not in HRM
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Must be a member of a recognized member of IHRM
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A minimum of three years’ experience in human resources generalist role
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Experience in use of Human Resources Information System
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Proficiency in computer applications.
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Experienced in cross-cultural environment.
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Must be conversant with the local and international labor legislations
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Experience in records management
Deadline 20 – Sept – 20
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