Reporting to the HR & Administration Manager
The incumbent shall be responsible for HR operations and administration across all HR processes
Roles and Responsibilities
HR documentation
- Employee file creation as per checklists
- Subject files and other HR correspondences
- System documentation to be in line with the physical employee files
- Proper outlay and cataloging of documentation and ease of retrieval
HR Leave administration
- Updates and keeps real time balances and utilization on excel and aligns with system data and resolves any discrepancies.
- Records and computation of employee leave days
- Shares a leave utilization report by the 3rd of every month
- Shares a leave compliance report by the 3rd of every month
- Coordinate with line managers and make final leave plans and the institutional leave plan
- Compute and present leave days for approval by the HR Manager
Probation administration
- Conduct initial objective setting for employees on probation with line managers
- Conduct joint probation review session with staff, line managers and Human resources
- Tracking probation ending and establishing of probation review dates with employees and line managers
- Prints probation reviews for actual signing by employees
- Documents probation reviews by filing in PFs
- Prepare and submit probation reports appropriately and timely
- Propose new KPIs where necessary in line with assessed probation objectives
External background checks
- In charge of external background check coordination with suitable companies
- Ensure employee fill all necessary forms to authorize the conducting of the background checks.
- Maintain proper records of the returned background checks through proper filing of the same.
Contract administration
- Preparation of employee contracts
- Facilitation of sign offs at the operational level with employee
- Notifies employees and HR & Admin manager on the expiries of contracts, 2 weeks before expiries
- Records and updates contracts database
- Uploading of contracts on the document slots on the work pay system
- Tracking expiry and renewal of contracts
Performance administration
- Updating on daily basis
- Liaising with finance for daily individual performance data
HR MIS – Work pay system
- Prepares employee work pay onboarding templates and submits to HR Manager
- Updates the onboarding workflow in work pay for all companies
- Invites members of staff or users of the work pay system
Exits administration
- Conducts employee exit interviews
- Facilitation of clearance process and documentation.
- Maintains a prudent record of the exit files
Medical scheme administration
- Maintains an up-to-date medical scheme database
- Adds new and removes exits by liaising with the scheme administrator
- Follows up on credit notes
- Assisting employees facing any challenges
Rules, regulations, policies and procedures
- Responsible to suggest proposals on policies aligned to the key processes in his section
- Develops, reviews and follow through on implementation of the approved rules, regulations, policies and procedures
Organizational culture
- Organizes culture activities
- Posts encouraging extracts on our culture group
Recruitment
- Advertising of vacant positions using the approved agencies
- Long listing and Shortlisting of candidates
- Conducts phone interviews, online video interviews
- Prepares interview score sheets
- Keeps interview attendance registers
- Adjudicates the written tests
- Coordinates interview sessions and keeps records of interview notes as required
Performance Management
- Preparations of performance review tools
- Notify employees & line managers two weeks before end of Quarterly periods
- Organize the review sessions by setting up meetings on email calendars and inviting staff and line managers
- Take minutes of the review process
- Prints probation reviews for actual signing by employees
- Documents probation reviews by filing in PFs
- Documents aftermath of performance appraisals
Background checks
- Issues new employees with in house background check authorization tools
- Conducts preliminary background checks within 2 days of after start of onboarding
- Shares preliminary background check results with HR & Admin Manager
- Prepares requisitions and follow up on payment for the approved requisitions
Staff uniforms
- Maintains a real time record of uniform stocks
- Coordinates uniform measurements
- Organizes for fittings
- Ensures all staff have the correct uniforms
- Raises uniform requisitions
HR Administration
- Prepares all administrative letters
- Prepares daily reports: – Time and Attendance, performance discussions from employees and line managers and its analysis.
- Handles Crayson Admin work
- Does Angrac minutes
- Raises requisitions and keeps a requisitions file
- Ensures there are sufficient stationery in the organization
- Ensures all printers are in good working conditions
- Deals with staff asset issuance data
Disciplinary handling
- In charge of the disciplinary records which is kept in systematic order
- Prepares show cause letters for HR & Admin Manager reviews
- Prepares charge sheets delegated
- Follows up on responses
- Does hearing invitations within 2 days of receipt
- Prepares case summaries for employee consumption
- Takes hearing minutes
- Files all records systematically in personal files (PFs)
- Does a disciplinary report on the frequency of issues affecting staff
Summary discussions
- Keeps track and records of all summary discussions
- Guides line managers on summary discussions
- Reports to HR & Admin Manager on matters affecting employees
- Conducts reviews of summary discussions with managers
Rules, regulations, policies and procedures
- Responsible to suggest proposals on policies aligned to the key processes in his section
- Develops, reviews and follow through on implementation of the approved rules, regulations, policies and procedures
Qualifications and skills
- Degree in human resource management from a recognized institution
- Minimum of 5 years minimum experience in a similar position
- A member of IHRM.
- Should have attained upto CHRP part II
- Excellent communication and customer service skills
- Strong Negotiation skills
- Attention to details
- Smart Critical thinking and decision-making
- Good time management
- Problem-solving skills
- High sense of integrity
- Continuous learning and research
How to Apply
If you are up to the challenge and possess the necessary qualifications and experience; please send your CV only quoting the job title on the email subject (HR Officer) to recruitment@laomaiholdings.co.ke before 16th April 2024