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Plan International – Temporary HR Support – Shared Services Centre.

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The Organization

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 strategy

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 on 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. 

 

About Shared Services Centre

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 a 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 Role

The Temporary Human Resource Support Officer – Shared Services Centre will support with some of the pending work within SSCHR, not limited to Insurance & Medical Benefits administration and management, employee record management both electronically and hard copy files, Payroll Administration, Recruitment and selection, Onboarding & staff orientation, contract management and other administrative support to deliver the related transactional HR Services for Shared Services Centre.

 

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 and maintain up to date records on usage.
•    Regular follow-up on medical claims/ reimbursement to client staff within the 3 months period.
•    Engage with the insurance brokers and administrators to ensure the service provided is of high quality.
•    On the provident fund, work closely with the scheme provider and the Board of Trustees to ensure client staff get the maximum 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 20%
•    Ensure all new client staff fill in all the required forms by their first day of joining the organization.
•    Open personal file for new client staff by the first day of their joining.
•    Addition of new client staff to HRIS and registration to SuccessFactors promptly.
•    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.
•    Update all staff leave records in the HRIS.
•    Launch of performance management documents and support staff and managers on related HRIS processes.
•    Generate and back up monthly reports of staff records from the HRIS.


Payroll Administration 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.
•    Supervise written tests in consultation with the SSC HR Coordinator Recruitment.
•    Compile documents in respect of the selected candidates from the panellist 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 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.
•    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

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