Peace Winds Japan Human Resource Officer Jobs in Kenya

Peace Winds Japan Human Resource Officer Jobs in Kenya

Peace Winds Japan (PWJ) is a Japanese Non-Governmental Organization established in 1996. PWJ has been providing humanitarian and development assistance for people affected by forced displacement and natural disasters in more than 20 countries in the world.

PWJ launched its mission in Kenya in 2012 and has been implementing projects funded by UN agencies and the government of Japan in shelter, WASH and youth development to improve living environments of refuge and host populations while promoting peaceful coexistence and self- reliance in the communities in Dadaab, Kakuma and Kalobeyei.

PWJ is UNHCR partner responsible for WASH, Warehouse, Motor vehicle Service Unit, centralized fleet and fuel management for Dadaab Refugee Operations.

Duties and Responsibilities Office Administration

Perform day-to-day administrative duties as assigned including receiving of PWJ visitors

In charge of receiving & redirecting of office mails, including organizing for collection of mails from the Kakuma and Dadaab offices and dispatch of the same.

Maintaining a communication list of all focal persons of agencies operating in Nairobi in charge of office outlook: cleanliness & organization

Ensuring proper working of office utilities

Maintain absolute confidentiality of all information that he may have access to in the execution of his/her duties

Develop and maintain an accurate and efficient filling system

Travel Arrangements

Arranging flights, transport and accommodation for staff and visitors on travel

Arranging all travel documents for staff and visitors and advising them on all issues that relate to traveling including liaising with the relevant government offices

Ensure all staff are abiding by organization’s travel regulations

Human Resource Management

Participate in the periodic review of the HR policies and procedures recommending changes to the management

Maintain a thorough knowledge of PWJ HR policies and ensure employee adherence to HR policies.

Ensure PWJ is compliant with all employment laws to minimization of legal exposure as part of the general PWJ risk Management.

Ensure staff files are complete, secure and confidential.

Coordinate and ensure compliance to the performance management system timely completion of the annual performance evaluation process and maintain a record of all objectives set by all supervisors

Attend to staff issues in regards to benefits, grievances, disputes and disciplinary cases in conformity with HR policies.

Ensure fair and consistent enforcement of rules and regulations governing the incentive staff

Ensure every staff has and have signed a job description detailing their duties.

Talent Acquisition

Coordinate the recruitment processes ensuring compliance to hiring policies and procedures, and that best practice is followed and documented
Vacancy posting in internal and external media as appropriate.

Maintain tracking system of Kakuma and Dadaab operation vacancies and the entire recruitment process and compile monthly report on recruitment.

Participate in recruitment interviews, provide interview outcome summary.

Responsible for staff orientation and on boarding of all new staff.

Lead the recruitment of Intern and overall implementation of the Internship policy at the Field Office.

Lead the workforce planning process and Support succession planning discussions and implementation of agreed activities at the Field Offices.

Reporting

Compile updates and HR Management reports.

Periodically review organizational charts to ensure that they are up to date, reflect current staffing levels

and payroll and conform to the PWJ policies.

Responsible for maintenance and ensuring monthly reporting through timesheets.

Contract Management:

Ensure all staff have valid and signed employment contracts

Monitor and ensure end of probation evaluations take place and outcomes implemented

Coordinate the exit process and ensure finalization of all procedures within one month.

Facilitate for preparation of employee final dues and termination of benefit enrolment

Close staff records on Timesheets

Staff Learning and Development:

Coordinate development of the annual Learning and Development (L&D) plan

Facilitate all requests for staff training as approved in the Annual L&D Plan

Monitor and produce periodic reports on the implementation of the learning and development Annual Plan including mandatory required internal training.

Required qualifications, skills and experience Education:

Bachelor degree in Human Resources Management or a Bachelor’s degree in business administration and/or a Diploma in Human Resources Management/Business administration.

Experience:

5 years relevant experience in a similar position or as a Human Resources Officer in a busy Organization.

Microsoft Office packages application

Membership certificate of recognized practitioner organizations such as Institute of Human Resources Management (IHRM) is added advantage

Language Skills

English: professional fluency

Kiswahili: native/advanced

Competencies:

Excellent knowledge of Kenyan labour legislations.

Proven skills in conflict resolution.

Proficiency in Microsoft Suite.

Excellent interpersonal and negotiation skills.

Excellent People Management skills.

Demonstrable behavioural competencies including; Diversity, Proactive -Problem Solving, Stress Tolerance, Collaboration, Coaching, Developing Teams, Planning and Organizing, Managing Performance for Success and Delegating Responsibility

General Employees’ Obligations and Responsibilities

The Employer stipulates the right to assign the Employee any other kind of work derived from his/her specialization. In case of urgent work and such like the Employee may be requested to work overtime as well as during public and other holidays.

Deliver project objectives within time, resource and budget constraints.

Correctness and completeness of given tasks.

The Employee takes over the responsibility for all entrusted material or cash. The Employee is obligated to cover all damages or losses caused by his carelessness.

Maintain confidentiality of all information gained from employment within, not publicly.

Representing and upholding the values, policies and procedures of PWJ at all times.

Your schedule is subject to change at any time according to the organization needs.

Behave in a professional manner at all the times with the understanding that the public associates your behavior with PWJ.

How to Apply

Interested and qualified candidates are cordially invited to send a cover letter (1 page) indicating salary expectation and resume (3 pages) as one pdf document no later than 8th August 2023 to: recruit@peace-winds.or.ke. When applying indicate the title this position on the Subject line. Due to the urgency to fill this position, shortlisting and interviews will be conducted on rolling basis.

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