Plan International – Shared Service Centre Human Resource Coordinator.

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Role Purpose

Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.

Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals and in particular the goals of gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls. 

The Shared Services Centre is a Centre of Excellence based in the MEESA region office.  The centre’s vision is that within 2 years its clients will have recorded added value within their support services.  The centre is committed to reliable, efficient and effective service to the MEESA regions at a competitive price.  Its ultimate goal is to be trusted, predictable, and dependable to our clients at all times and to ensure commitment to excellent turnaround times in all our service delivery.

The SSC HR Coordinator will be in charge of providing transactional HR  support to the client business units within MEESA RH, KCO and other regional countries when called upon.  In liaison with the client, s/he will give guidance and support in recruitment processes, contract management, onboarding support, benefits management, payroll support, exit and clearance, staff data management, performance management and special projects.

Accountabilities

Recruitment & Selection 35%

  • Collaborate with the client business unit to coordinate manpower planning processes including upcoming positions, staff movement forecasts to establish appropriate and timely staffing schedules;
  • Provide guidance on all aspects of recruitment and selection matters and associated terms and conditions to the client;
  • Participating in the analysis of the annual job grading and salary reviews by external providers and ensuring a report or any impact on the change of existing grading and salary structure.
  • Grading of new positions or changed positions and confirmation of existing grade level or ensuring that the job is evaluated;
  • Facilitate staff requisition for fixed-term contract in HRIS;
  • Promote and maintain a high standard of professional recruitment practice for all positions assigned by the client through managing the end to end recruitment & selection process which entails the following:-
    1. Long-listing
    2. Short-listing
    3. Constituting an interview panel and setting the interview dates
    4. Scheduling interviews with candidates
    5. Sensitization of panel on confidentiality of the process and managing conflict of interest
    6. Conducting Interview(s)and preparing the interview minutes/reports after making the hiring decision as a panel
    7. Background checking
    8. Negotiating an offer with the candidate
    9. Ensuring that the documentation required from the candidate before reporting is availed

Staff Benefits (25%)

  • Maintain constant relations with the benefits service providers, ensuring that the client gets maximum benefits and information at all times.
  • Drive the execution of timely renewals and updates of staff data for all benefits while ensuring competitive costs saving mechanism on every renewal.
  • Through your guidance, ensure the HR Officer undertakes staff benefits administration effectively and efficiently; 
  • Periodic facilitation of client staff sensitization and awareness forums on benefits and general trends within the world/market.

     Contract Management (20%)

  • Ensure all client staff and the SSC contracts are prepared on time;
  • Ensure all offer letters capture the intended compensation package for the new staff in consultation with the client;
  • Preparation of contract and agreeing on reporting date then sharing with the successful candidate;
  • Facilitate staff transitions as a result of retirement, redundancy, or termination of the contract.

    Performance Management & Learning and Development 5%

  • Ensure all staff have updated their performance management forms in the online system and that the objectives set have been updated in the system within the stipulated deadline;
  • Ensure that all staff have completed their mid-year and end of year reviews in the system within the stipulated time;
  • Communicate to all client staff on the timelines for the performance management process and monitor the progress within the online system, giving frequent updates and reports on the same;
  • Participate in staff performance management process by checking in the system if the development part of the performance management has been finalized so as to lift the training needs from this data;
  • Support in Learning & Development initiatives by carrying out Training Needs Analysis for all SSC staff;
  • Provide an update report and completion reports on the status and any delays on completion of the PMS process with clear resolve on such cases;
  • Provide reports on the type of training needed, durations, and staff concerned within the SSC

Staff Relations (5%)

  • Provide Staff Relations support by participating in disciplinary and grievance procedures as appropriate as well as facilitating the appeal process for any client and SSC employee that is not satisfied with the outcome of the disciplinary hearing;
  • Use the guiding principles as per the HR Manual to mediate and resolve the issue with the parties concerned;
  • Prepare reports on the resolutions agreed upon on the grievance and disciplinary cases.
  • Provide socio psycho support as and when required.

       Other HR Duties (5%)

  • Support new staff orientation and ensure monitoring of the process up to completion;
  • Support on payroll preparation and verification;
  • Support in HRIS management by providing guidance to the HR Officer and monitoring the system to ensure updated data with no gaps evident by performing periodic system checks
  • Communication to client staff on necessary staff-related issues that arise from time to time;
  • Support in the exit and clearance process.
  • Supervise the SSC HR Officer ensuring constant coaching and mentoring.
  • Provide HR advisory and business partnering to the SSC unit
  • Participate in special projects such as client surveys, job evaluation, etc when called upon.

 

 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. 

Technical expertise, skills, and knowledge

Qualifications/ experience essential:

  • A Bachelor’s degree in Human Resources or related field.
  • At least 3-5 years of relevant proven experience as an HR generalist
  • Membership with IHRM
  • Ability to negotiate, advocate and influence effectively at all levels.
  • Strong communication skills, both verbally and in writing.
  • Excellent interpersonal skills with the ability to build strong relationships and networks quickly at every level.
  • Listening, coaching, and counseling skills.
  • A transformative leader specifically around change and people management
  • Conversant with HR online systems.

Languages required

Excellent written and verbal communication skills in English.

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organization 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 a lasting impact

We strive to achieve a 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 organization, 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 programs 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.

How To Apply

CLICK HERE TO APPLY

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