HR Officer Job in Kenya

HR Officer
Reporting to: Regional Head of HR

Key Result Areas and Related Activities

1. HR Administration
Final Approval: Regional Head of HR / HR Business Partner
1.1    Assist with recruitment administration


Key Deliverables
  • Advertising positions
  • Setting up of interviews for Head of Departments and certain executives
1.2 Manage entire process of new starters and ensure all  documentation is signed and returned
Key Deliverables
  • Submission of all documents to G4S for reference, criminal, credit and qualification check for new employee
  • Make out Recruitment Requisitions, Offer Letters and Contract of Employment
  • Create and maintain personnel files
  • Make out IT Requisition for Laptop and provide to IT
  • Submission of Discovery application form to NMG to process medical aid
  • Scanning, Saving, loading onto HR Premier all HR Docs (Momentum beneficiary form, Contract of employment etc.)
  • Requesting a cellphone from Finance.
1.3 Distribute HR policies and procedures and ensure intranet is up to date with HR Policies
1.4 Scanning, Saving, Adding into HR Premier and Filing of all documents (leave forms, training etc.) in personnel files
1.5 Make sure all employees submit leave forms and all are captured by Payroll
1. 6 Distribute HR documentation to all employees as and when required
17 Shred confidential documentation when required to do so
1.8 Providing all employees with visa letters and Confirmation of employment as and when required for travel purposes
1.9 Assisting employees to book Training courses, getting invoices and submitting to Finance for payment

2. Consultation

Final Approval: Regional Head of HR / HR Business Partner – SA
2.1 Be the first point of contact for all HR related queries
2.2 Consult with employees about minor HR matters
2.3 Refer relevant issues to HR Business Partner & Regional Head of HR when needed
2.4 Inform employees of policies/procedures and/ or decisions as appropriate

Key Deliverable

  • Resolve employee queries regarding HR matters
3. HR System
Final Approval: Regional Head of HR / HR Business Partner

1.1 Create and maintain comprehensive and complete HR database Sage VIP for each division / company in Kenya

1.2 Obtain relevant information from employees and enter it onto the database
1.3 Add new fields into database as required and obtain information pertaining to those fields
Key Deliverables
  • Extract relevant reports when required
4. Payroll
4.1 To go through Discovery Billing every month to make sure all new employees are added, all terminated employees are off the billing. Once checked, forward to Maria for processing.
4.2  Inform payroll of new starters by sending them the Offer Letter, Id and personal details form
4.3 Informing payroll of terminations by sending them the Acceptance of   Resignation
4.4   Compile a spreadsheet of all leave forms and submit to Payroll for     processing

5. Terminations / Retrenchments

5.1 Prepare Acceptance of Resignation to send to employee and Payroll
5.2 Prepare Certificate of Service
5.3 Terminate Discovery medical aid
5.4 Send Momentum Withdrawal forms to Momentum to pay out funds
5.5 Termination Checklist

6. HR Reporting

Key Deliverables
  • Input for HR Metric Report
  • Input for Recruitment Report
  • Input for Termination Report
7. Work Permits
Key Deliverables
  • Liaising with partners on documents that are required for work permit
  • Processing of all Letters and requesting the courier to collect
Post School Qualifications
  • HR Certificate and/Diploma in HR Management
  • 3 – 5 years working experience
Email cv to copy on or before 10th June 2016
Indicate current salary and expected salary on mail.

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