Position Title: Senior HR Officer – Protocol, Visa & Exemption Permit. Church World Service (CWS)
Reports to: Human Resource Manager
Division : Administration
Department: Human Resources
Job Location: Nairobi, Kenya
Grade Level: Grade 6,Senior Officer, National
Introduction: Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement, and disaster. CWS does not discriminate based on race, color, religion, sex, national origin, gender identity, genetic information, age, disability, or veteran status in employment or in the provision of services.
Primary Purpose:
This position is responsible for management of Exemption Permit Exemption Process by ensuring that all exemption permits, visas, KRA PIN, diplomatic cards, dependent passes are applied and followed up in a timely and efficient manner as well as proper records and documentation are maintained for applications, correspondences, and reports. The position will also support other HR functions as a generalist.
The position will ensure that work permit exemption process is always done in a consistent manner and in accordance with CWS guidelines and procedures and the immigration laws of the Republic of Kenya.
Essential Duties:
Visa & Exemption Permits
- In consultation with the HR Manager and the Finance Coordinator, lodge applications for exemption permit, special pass, and dependent passes for incoming CWS officials at the relevant Government department
- In coordination with Logistics and property officers, Develop and maintain SOPs for incoming expatriate staff protocols.
- Ensure that information for all applications to the authorities is accurate and properly documented before presenting for signature to the legal representative or designate.
- Manage IPMIS HR related application processes including staff management, identification cards processing and dependent management
- Follow up closely with the Ministry of Foreign Affairs on processing of the applications.
- Ensure that all the documents, passports, and resident passes, successfully processed and received from Government departments are distributed to the relevant staff.
- Anticipate and deal with any problem that might delay the process in consultation with the HR Supervisor and Finance Coordinator.
- Ensure the correct legal status of CWS Officials and their families at all times.
- Ensure that proper documentation and procedure is followed at the end of duty.
- Maintain a notification system for work permits, visas and ID renewals and liaises with the individuals and their supervisors.
- Maintain a thorough understanding of Ministry of Foreign Affairs requirements for work permit and identity card processing/cancellation for international staff.
- Attend any relevant meeting(s) as may be deemed necessary.
- Perform other duties that may be assigned to ensure effective administration of CWS Africa Human Resources section so as to meet the program’s objectives and maintain high professional standards.
Protocol
1. Collaborate with and maintain good external working relationship with counterparts, Government
officers & authorities including Ministry of Foreign Affairs.
2. Provide accurate information and timely updates on circulars and official information relating to
Work Permit Exemption Process received from Government officials
3. Systematic and professional delivery of services to all stake holders
4. Perform other related duties and tasks as assigned
Compliance
- Ensure that work permit exemption process is completed in a consistent manner and in accordance with CWS guidelines and procedures and the immigration laws of the Republic of Kenya
- KRA compliance for international staff and ensure KRA returns are filed within the stipulated timeline.
Reporting and Analysis
- Submit weekly/ monthly /period compliance reports as may be required
- In consultation with HR Manager and the Finance Coordinator update and submit the Weekly, Quarterly, and annual reports on immigration status of CWS.
- Maintain all documentation pertaining to Work Permit Exemption Process
- Maintain confidentiality of all sensitive HR/ Work Permit Exemption Process and other CWS RSC Africa pertinent information
Qualifications:
Experience:
- Five (5) years of paid work experience required.
- Two (2) years’ work experience in a HR position in a busy HR office is Preferred.
- Three (3) years’ work experience in HR & Admin scope (VISA and Work Permit) is a must
- Previous experience working with an International NGO, MFA strongly desired.
Skills:
- Highly collaborative.
- Excellent oral and written communication skills as well as time management skills
- Skilled at analyzing processes and translating them into automated solutions.
- Committed to exceptional customer service.
- Skilled at multi-tasking and comfortable with ambiguity.
- Skilled at working in a matrix structure.
- Highly proficient in Excel and PowerPoint.
- Skilled at learning new technologies quickly
- Committed to and conform with the organization’s mission.
Education & Certifications:
- Bachelor’s Degree is required in Human Resource Management, Business Management, or related field, or four (4) years of additional work experience in lieu of a bachelor’s degree
- Specific HRM Certification preferred
- A member of Human Resource Management preferred
Abilities:
- Knowledgeable in visa, re-entry, work permit and documents for international staff
- Implement policies and procedures in accordance with guidelines and standard operating procedures.
- Maintain a high-performance standard with attention to detail, completing tasks within set timeframes.
- Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems.
- Deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public.
- Manage large and diverse workload under pressure with competing priorities.
- Maintain the integrity of official records.
- Analyze and solve complex problems and make sound decisions.
- Work with minimal supervision
- Maintain a high-performance standard with attention to detail.
- Work independently and contribute to overall operations of RSC Africa.
- Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).
- be flexible with changing of daily duties as needed.
Important Requirements:
- Strong English communication skills, both written and oral.
- Ability to work in a multi-cultural environment required.
- Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.
Special Requirements:
- COVID Vaccination is strongly recommended for all successful candidates
- The candidate should be of good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa
- This position is based in Nairobi, Kenya
- This position requires use of laptops at all time, competence in Microsoft office packages is required.
- This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
- Background check which includes references, and an educational and criminal check is required before the start of employment.
- A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
- Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
- Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
- Full Time
- All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic
