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The Jesuit Refugee Service (JRS) is an international Catholic organization with a mission to accompany, serve, and advocate on behalf of refugees and other forcibly displaced persons, that they may heal, learn, and determine their own future. Founded in November 1980 as a work of the Society of Jesus, JRS was officially registered on 19 March 2000 in Vatican City as a foundation.
JRS is present in over 56 countries worldwide, providing services to more than 811,884 individuals. The work is overseen by 10 regional offices with support from the International Office in Rome. In Kenya, JRS has two projects: an urban refugee project in Nairobi focusing on Education and Livelihoods and field project in Kakuma Refugee Camp focusing on Education, Integrated psychosocial inclusive Education programme in Centres and Safe Shelters.
The Country Human Resources Officer (CHRO), under the supervision of the Country Director (RD) and in close collaboration with the International Human Resources Officer, will be responsible for ensuring that Human Resource administrative function in country and at the project offices are effectively managed and there is consistency in application of policies and procedures. The CHRO will share best practice and ultimately promote the welfare of JRS staff in Kenya in close collaboration with the Project and Country Director.**
Human Resources – Recruitment, retention and separation.
· Provide support to hiring managers during staff recruitments and selection processes by promptly advertising, screening candidates and short-listing through to orientation and probation.
· In consultation with country director, ensure that all staff have functional Job Descriptions and up-to-date contracts at all times, ensuring implementation of local regulations and legal compliance.
· Perform background checks on all new staff by checking references with professional referees to ensure a fair and objective recruitment process and a true picture of prospective employees is presented to management.
· In close collaboration with hiring managers and Country Director, organize periodic induction for new and old staff to ensure that all staff are regularly updated on particular policies or procedures in line with organizational priorities.
· Ensure that all staff complete the necessary HR forms for personal data collection.
· Maintain the personnel filing system for all staff in Kenya and ensure that all files have necessary information to comply with audit requirements.
· Enroll new staff on medical and Group Personal Accident insurance & monitor all staff insurance for renewal.
· Ensure all staff exit interviews are managed effectively and that out-going staff feedback is shared with the Country Director for reflection and review.
· Management of disciplinary cases in close collaboration with Project and Country Director as per JRS policies and guidelines.
HR related support for the Country Office
· Actively provide support to the Country Director, Country staff, Project staff on HR related matters.
· In collaboration with the Country and Project Director provide guidance and support in recruitment processes of incentive staff, ensuring a coherent management and administration of incentive staff contracts is maintained.
· In collaboration with the country team, plan and monitor HR operational and budget needs
· Develop a training needs assessment, in accordance to operational requirements, in evaluating employees’ performance and in implementing the associated action plans in order to improve people’s capabilities and their end results contribution to JRS mission and values.
· Coordinate staff on-boarding activities including liaising with departments and following up on activities.
· Maintain HR payroll system and prepare monthly payroll and submit to finance for payments on a timely manner.
· Assist with personnel administration by assembling and preparing necessary documentation, including the preparation of contracts for temporary staff, volunteers and interns.
· Keep up to date all HR staff data and produce human resources-related statistics/reports.
· Support in the implementation of the performance management process including initiating, tracking and monitoring of the various stages of the process.
· Coordinate the implementation of all administrative protocols and procedures.
· Organise regular staff meetings and systematically participate in all briefings where HR expertise is requested (Finance, Programmes, and Administration).
· Respond to all HR queries, follow up on information related to contracts, recruitment, security and safety of staff.
Project Related activities
· Work in close collaboration with the Project Director to ensure correct application and consistency of HR policy.
· Frequently travel to the project locations to carry out trainings for the project staff.
· Assist the Project Directors in dealing with grievances and in the implementation of disciplinary procedures. Carry out investigation and submit reports for country Director to make decisions.
· In collaboration with Country Director and the Project Director advise on major personnel issues, e.g. performance management (mid & annual appraisals) or where disciplinary action is required
· Support the Project Director to take decisions regarding security measures in situation of crisis within the Project, after consultation with the Country Director.
· Together with the Project Director, if present, review all the HR policies and ensure compliance and consistency with the International policies and local labour requirements.
In close collaboration with the International HR Department:
· Review and implement JRS HR core policies and international guidelines and protocols in line with international humanitarian standards (PSEA, Child Protection Policy, Anti-fraud Policy, etc).
· Assist in the implementation of the JRS Global Staff Care Programme (MHPSS, Security and Safety, Policies, Working conditions and Environment).
· Review and implement the organizational structure for the relevant JRS country office, designing charts and jobs, as well as the different levels of responsibility and delegation, in order to efficiently support JRS activities in the region.
· Provide up to date analysis of new trends in the area of Human Resources Management in the Country and suggest review and or update of best practices.
· Run specific surveys on the JRS staff well-being in the Country.
· Perform any other duties commensurate with the post as requested by the supervisor.
Person specification and qualifications
· At least three (3) years of professional experience in an NGO and/or international organization
· Good knowledge and experience in employment law, compensation, benefits administration, employee relations, security and safety, staff training and development.
· Previous experience with a faith-based NGO is an added advantage.
· Willingness to work and travel to refugee settings in challenging environments.
· Commitment to JRS’s mission, vision and values; the ability to convey with enthusiasm JRS’s role in accompanying and serving forcibly displaced people and to advocate for their right to protection and a life in dignity.
· High integrity, honesty and confidentiality; ability to deal tactfully and discreetly with people, situations and information.