Duties and Responsibilities

Development of the Human Resources Department and HRBP roles:

• In close coordination with the Head-Human Resources, assists, oversees, and ensures line managers/business unit heads/ line directors set and hire within the stipulated policies and that all candidates are communicated with on time as per procedures established.
• In close liaison with the line managers, line directors and Head of Human Resources participates in the recruitment process as assigned.
• Participates in the development and deployment of HR policy and other procedures.
• Participates in the development and administration of HR programs, procedures, and guidelines to help align the workforce with the strategic goals of the company.
• Participates in developing HR goals, objectives, plans, and systems.
• Participates in administrative staff meetings and attends other meetings and seminars as delegated.
• Assists in establishing departmental measurements that support the accomplishment of the departments and company’s strategic goals.
• Assists with the setting and monitoring of the HR annual budget once set and flagging any substantial deviation to the management.
• Oversees and supports line managers/business unit heads in Staff leave scheduling, enforces and monitors to ensure leave utilization is as approved.
• Oversees the monitoring and updating of staff leave records accordingly both physical and electronic -on a daily, by weekly and monthly basis.
• Enforces adherence and compliance to all Health, Safety & Environment guidelines within the area of jurisdiction.
• Oversees and ensures all employee records are always updated, and personnel files are securely maintained both physical and electronic.
• Always ensures compliance with statutory requirements and company policies.
• Assists with processing payroll inputs and sharing promptly with the payroll Officer in the absence of the Head of Human Resources.
• Oversees the preparation of the monthly retirement reports. Provides backup support for preparing monthly retirement reports.
• Assists with the carrying out of an office-wide process of organization development that addresses issues such as superior workforce development, key employee retention, Organization design, and change management.

Employee Relations and Communication

• In close liaison with the line managers recommends and enforces employee relations practices necessary to establish a positive employee-employer relationship and promote a high level of employee morale and motivation.
• Advises and supports line managers/business unit heads to manage employee relations issues, using HR policies and procedures and employment laws.
• Coordinates and assists in the resolution of specific policy-related and procedural problems inquiries.
• Participates in close liaison with the line managers in the conduct of investigations when employee complaints or concerns are brought forth.
• Interprets and advises line managers about the steps in the progressive discipline system of the office.
• Counsels staff on employment issues.
• Oversees and assists with employee communication and feedback through such avenues as office meetings, suggestion programs, employee satisfaction surveys, newsletters, and one-on-one meetings.
• Helps monitor the organization’s culture so that it supports the attainment of goals and promotes employee satisfaction.
• Assists with the office-wide committees including the wellness, learning, environmental health, safety, discipline, and communications committees and as will be communicated.

Human Resource Information Systems

• In close liaison with the ICT staff, assists in the maintenance of the Human Resources sections of both the Internet, culture, and company information, and Intranet sites.
• Oversees the maintenance of up-to-date employee-related databases; both physical and electronic records and compiles and submits authorized HR data as per NEA requirements on an annual basis.
• Oversees the maintenance both of physical and electronic records on leave-annual, sick, and other absences.
• Recommends and maintains human resources databases, computer software systems, and manual filing systems.

Performance Management

• Assists with the implementation of the performance management system (initiatives) that includes but is not limited to; communication, assisting line managers review Job Descriptions, Key Performance Indicators, performance Appraisal Tools, performance development (Improvement) plans (PDPs), and employee development programs.
• Assist line managers address disciplinary/Poor performance related issues in line with the provisions of the company policy and related laws while ensuring fairness and transparency.
• Assists in the implementation and ensures all staff on the performance management program complies accordingly within the set timelines and in close liaison with the respective line managers
• Maintains employee-performance-related records- both physical and electronic.

Learning & Development

• Oversees and conducts orientation sessions for new employees to explain HR policies & programs, Employment Agreements (terms & conditions) amongst others.
• Assists with the implementation of the Learning & Development initiatives- Closely liaises with line managers to identify, gather, and consolidate Training Needs Analysis after the Annual performance reviews.
• Updates an in-house employee training system that addresses Training Budgets for the various relevant business lines and the company based on the training calendar.
• Ensures coordination, communication, and publishing of the Training calendar regularly to ensure 100% attendance of employees within the relevant business lines
• Assists in collating and measuring the training feedback, evaluates the application of learnings from the various training programs conducted
• Assists line managers assess the skill requirements on the ground level- assist in developing ways and means of up-skilling the identified potential employees
• Assist in the upkeep and maintenance of the training facility as directed
• Maintains and provides necessary education and materials to line managers and employees including workshops, manuals, employee handbooks, and standardized reports as required.
• Maintains employee learning and development records.

HR Reporting

• Gathers data and information on all the HR-related reporting areas as directed and agreed with the Head of Human Resources.
• Implements related HR decisions arising from the HR reports directed Head-Human Resources
• Prepares and analyses reports that are necessary to carry out the functions of the department and office.
• Prepares and presents periodic reports for human resources on a daily, weekly, Bi-weekly, monthly, and quarterly or, as necessary and/or requested by the respective companies.

Professional Commitment at work:

• Live the Core Values of the company at work every day
• Speak up and share your opinions, say if anything is not as per company policy
• Share correct, complete, and auditable data for your team/department
• Use the IT automation software/hardware made available to you as per company policy
• Review your KPI/Goals every month, track the progress, and seek help at the right time
• Follow up and ensure all your actions from Action Lists/CAPAs are completed as your responsibility
• Ensure all reports sent by you or your teams to any other department/Director(s) are complete and cross-checked for errors
• Conduct the Monthly Performance Conversations (MPC) PCs for your Team Members (TMs) (when due and applicable) and prepare for yours on time as per the process with full diligence and sincerity
• Follow the SOPs and processes for your department in letter and spirit

Job Qualifications

• Bachelor’s degree in human resources, Social Sciences or any other related field.
• Certified Human Resource Professional (CHRP) certification is desired. Higher National Diploma in Human Resources Management is an added advantage. IHRM membership is a must-have.
• At least Six (6) years of experience managing HR processes in a labour-intensive and Unionisable environment.
• Minimum 3 years of hands-on work experience in any HRMIS
• Technical skills in most if not all aspects of human resource management with a focus on Recruitment and Selection, Learning and Development, Performance Management, Compensation and Benefits, HR Policies, and HR Analytics.
• Knowledge and working experience with Kenyan Labour laws.