CWS RSC Africa Human Resources Assistant Jobs in Kenya

CWS RSC Africa Human Resources Assistant Jobs in Kenya

CWS RSC Africa

The Resettlement Support Center (CWS RSC Africa) operates a US refugee resettlement program in sub-Saharan Africa through a Cooperative Agreement with the Department of State/Bureau of Population, Refugees and Migration.

CWS RSC Africa is responsible for the preparation of refugee case files for adjudication by US Citizenship and Immigration Services (USCIS) officers, as well as the out-processing and cultural orientation of all approved cases.

CWS RSC Africa is administered by the Church World Service Immigration Refugee Program (CWS/IRP) and is based in Nairobi, Kenya.

Benefits

CWS Global and CWS RSC Africa offer a total compensation package. CWS RSC Africa offers 22 vacation days a year, 30 sick days per year at full pay and 15 days sick a year at half pay, compassionate leave, and an Employee Assistance Program (EAP).

Primary Purpose

This position is responsible for proper maintenance of HR records/files to ensure efficient and effective filing system, management of leave, time and attendance as well as maintenance of work permits and other pertinent documents for international staff in accordance with the guidelines of DOS/PRM and RSC Africa policies and procedures, and support with staff welfare matter.

This position serves as an overall support to the HR Officer and HR Manager and may assist in any area of Human Resources.

Essential Duties

  • Maintains an efficient and effective filing system for HR documents, including the filing of staff files using the checklist.
  • Organize HR fileserver and manage the archiving of HR documents as per CWS RSC Africa policy.
  • Preparation of Payroll Management Reports (PMRs) for international and South Africa staff and communicating the same to HQ for payroll action.
  • Ensure smooth coordination of travel and accommodation logistics for new international staff and advise them on the visa requirements.
  • Maintains accurate staff list and complete all the information as guided by the supervisor.
  • Ensure staff have read, and signed all the policies as required and maintain an up to date staff list with all the policies for quarterly reporting as per Program Integrity Guidelines.
  • Maintains an up to date emergency contact list for CWS Africa.
  • Onboard new hires (collect new hires documentation, prepare of IDs and issuance of access cards to new hires and visitors)
  • Work with IT to ensure access cards are activated and returned when not in use especially by the visitors and exiting staff.
  • Support with recruitment exercise and communication with candidates.
  • Manage staff leave, timesheets, and communicate to the payroll person.
  • Prepares regular reports including: monthly overtime report, monthly sick and annual leave report for Nairobi, Pretoria and Tanzania, and monthly international staff work permit report.
  • Maintains a thorough understanding of Ministry of Foreign Affairs requirements for work permit and identity card processing/cancellation for international staff.
  • Maintains a notification system for work permits, visas and ID renewals and liaises with the individuals and their supervisors.
  • Work with MFA consultant to ensure international staff work permits, visas and IDs are processed in good time, and process the payment of consultancy fee.
  • Maintains updated copies of staff documentation including passports, vaccination cards, national ID, and educational certificates.
  • Ensure staff exiting have been provided with clearance forms and exit interview global link.
  • Prepares certificates of service for separated staff in accordance with CWS Africa’s standard operating procedures
    and relevant labor legislation.
  • Prepares monthly probationary report and share with supervisors/managers a month before the probation end date.
  • Maintains and updated staff list (new hires, promotions, deletions, etc. and saved on the file server by end of every month).
  • Maintains notification system of pending employee performance reviews and liaise with the supervisors and employees concerned.
  • Maintains contract expiry dates and update the unit heads two months in advance.
  • Supports with the development of SOP and implementation of the same.
  • Ensure staff medical and other insurance coverages are up to date. This includes but is not limited to enrollment, deletions, issuance/replacement of medical cards, trainings, debits, credits, evacuations and monthly reconciliation of the payments.
  • Assist with South Africa staff welfare (medical, pension, payroll information).
  • Performs other duties that may be assigned to ensure effective and efficient administration of CWS Africa Human Resources section so as to meet the program’s objectives and maintain high professional standards.

    Qualifications

    Education:

  • Bachelor’s Degree or four (4) years of relevant paid experience in lieu of a Bachelor’s Degree required.
  • Diploma in Human Resources strongly preferred.
  • Member of Institute of Human Resource Management preferred

    Experience:

  • One year experience in a busy HR office is required.
  • Experience in the Non-Governmental sector preferred.

    Knowledge/Skills:

  • Strong computer skills, in particular Microsoft Excel, Word, Outlook and Access
  • Excellent English communication skills, both oral and written
  • Excellent organizational and time management skills
  • Excellent understanding of confidentiality
  • Strong interpersonal skills
  • Strong analytical skills with the ability to understand, process, and document information

    Abilities:

    The Human Resources Assistant must have the ability to:

  • Communicate effectively in both orally and written;
  • Maintain high level of confidentiality and integrity of personnel records;
  • Interpret and apply good HR practice and principles with good judgment;
  • Work as a member of a team in a multi-cultural environment;
  • Manage large and diverse workload under pressure with competing priorities;
  • Maintain high performance standard with attention to detail;
  • Follow instructions from supervisor with a positive and receptive attitude;
  • Conduct oneself in a professional and courteous manner to represent the best interests of the RSC and CWS/IRP;
  • Contribute to the US Government Operational Refugee Processing Program in Africa.
  • Demonstrated excellent organizational and time management skills
  • Demonstrated computer skills
  • Excellent interpersonal skills

    Working Conditions
  • Physical: This position requires bending, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.
  • Environmental: Incumbents in this position will work in an open plan office.

    Special Requirements
  • Certificate of Good Conduct issued within the last one year (12 months) is required before the start of employment.
  • The candidate should be willing to work overtime on weekdays and weekends as required.

    How to Apply
  • Interested and qualified candidates should apply online by 2nd September 2019
  • For more information and job application details, see; CWS RSC Africa Human Resources Assistant Jobs in Kenya

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