Vacancy Announcement: Human Resources Assistants

Organizational Context

The Jesuit Refugee Service (JRS) is ministry of the Society of Jesus, incorporated as an international non-governmental organization with a mission to accompany, serve, and advocate for the rights of refugees and forcibly displaced people. The organization was founded in November 1980 and now has a presence in over 56 countries. JRS undertakes services at national and regional levels with the support and guidance of an international office (IO) in Rome. The style of JRS service is human and spiritual, working in situations of greatest need, seeking the long-term well-being of refugees and displaced people while not neglecting their immediate or urgent needs.
The main services provided are in the field of education, reconciliation, livelihood activities and psychosocial support. Currently, more than 724,000 individuals are direct beneficiaries of JRS projects. 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 program in Centers and Safe Shelters.

Key Responsibilities

The position, under the supervision of the Project Director will perform his/her duties in support of the Country HR department. S/he will perform below tasks

Recruitment, Leave & Performance Management:

• Assist the Project Director in developing, establishing, maintaining, archiving of HR systems.
• Ensure personnel files for both incentive and National staffs are complete and updated while ensuring adherence to highest levels of confidentiality.
• Participate in the recruitment process in Kakuma of incentive staffs to ensure compliance with JRS hiring procedures as outlined in the HR Manual as well as prepare contracts for incoming staff.
• Receive new employees and conduct preliminary orientation in HR and JRS Code of conduct.
• Ensure all new staff are added to the medical & accident/injury cover by updating the insurance lists on monthly basis.
• Support in carrying out and archiving incentive staff recruitments, as well as maintaining a preferred-candidates roster.
• Supports in organizing training for JRS Kakuma Staff
• Supports in disseminating a culture of employee wellbeing and contributes to a healthy and overall positive working environment
• Coordinate the objective setting/mid-year review and annual performance appraisal exercise. Liaise with relevant supervisors to ensure all the relevant appraisal forms /documents are submitted in a timely manner.
• Assist in administering exit interviews and monitor clearance by exiting staff (both National and incentive staffs).
• In liaison with the project coordinators ensure that leave balances are in place and all leave forms are signed off by HR.
• Assists with completion of necessary reports or compilation of HR information as requested
• Ensure to follow up probation objectives of new staffs and are carried out as required.
• Serve as the PSEAH policy focal person for JRS Kakuma.
• Disseminate HR policies to staff in Kakuma

Compliance & Payroll:

• Ensure that timesheets for all projects staff are received every month; responsible for filing and archiving of the timesheets especially for UNCHR projects.
• Assist in preparation of incentive staff’s payroll and ensure that all payroll changes are captured every month.
• Ensures up-dating and distribution of project office staff lists monthly.
• Assist with completion of necessary reports or compilation of HR information as requested
• Any other relevant tasks assigned by the direct supervisor

Qualification and Competencies

• University degree/Diploma in Human Resources or related field (organizational development; business administration, etc.) or a specific training, qualification or certification in human resources management.
• At least three (2) years of relevant 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.
• IHRM member
• Previous experience with a faith-based NGO is an added advantage
• Very good pastoral sense and listening abilities and communication/inter-personal skills;
• Good understanding of and commitment to humanitarian relief work and international development;
• High degree of discretion, tact and confidentiality in dealing with internal and external clients and stakeholders at all levels;
• Ability to positively influence others and successfully reconcile differences;
• Ability to work independently with minimal supervision;
• Ability to work in international settings and with various departments to implement successful approaches in Human Resources;
• A self-starter with a strong results orientation and with high levels of integrity, credibility and dependability;
• An energetic team player who can effectively collaborate, and who can stand alone when necessary;
• Good organizational skills and ability to perform multifaceted tasks in addition to day-to-day activities.
• Good analytical skills and sound judgment.
• Successful experience in multicultural and challenging environments.

Desirable:

• 3 years’ experience in HR work preferably with NGOs in Refugee set up
• Previous experience in international organizations
• Previous experience with a faith-based NGO is an added advantage
• High levels of computer proficiency including MS Office suite package

Core values and ethics

• Commitment to JRS’s mission, vision and values; 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
• Acceptance of diversity and inclusion as a core value

Terms and Conditions

Contract is for One year, renewable, with an initial probationary period of Three months. The JRS remuneration policy is aligned with the JRS ethos to offer effective and professional services and at the same time express solidarity with the people served.