Wednesday, 24 June 2015

British High Commission in Kenya - HR Administration Officer - Ksh 129,949 per month (Diploma Holders)

British High Commission in Kenya
HR Administration Officer 
Section : Corporate Services
Grade : A2
Position type : 3 Months fixed term contract
Salary : Ksh 129,949 per month
Job Purpose 
The HR Administration Officer will join the BHC Joint Corporate Services team to assist with the day-to-day running of the BHC HR and Community Liaison Office portfolios. The successful candidate will need to balance competing demands from a diverse range of customers within the High Commission. In a busy office he/she will need to be a self-starter with the ability to manage a quality service and deliver at pace. S/he should also be an effective communicator and demonstrate skills in working well with others.

HR Admin Officer Job Responsibilities

HR Admin Responsibilities
  • Update and maintain the WIBA and medical staff list quarterly in collaboration with the Regional HR hub
    HR payroll functions, collating payroll paperwork ahead of 100% check by HR Manager
  • Act as Prism HR Administrator for locally engaged staff. Help new arrivals to set up their Prism accounts and close down accounts of former staff
  • Maintaining local HR records and weeding files for departed staff
  • Management of the Locally Engaged (LE) staff medical contract and liaison with the contractor on individual member issues
  • Update and circulate Next of Kin details every six months
  • Update BHC staff lists including new arrivals/departures
  • Track new staff arrivals and departures, changes in personal circumstances i.e. promotions and resignations and inform Accounts by 15th of each month
  • Maintain spouse call tree and ensure it is always up to date
  • Maintain workforce data and provide quarterly reports to the Post Management Board
  • Updating geographical expenditure data
  • Provide logistical support for job interviews and Regional Learning and Development Team (RLDT) training events.
Community Liaison Office Support
Information gathering and resource management for families, partners and officers (including those not yet at Post). This will include -:
  • Maintaining a list of spouse/partner employment opportunities at Post (including through the completion of the Diplomatic Service Families Association – DSFA Spouse and Partner Annual Employment Report)
  • Children’s education: completing School (and Nursery) Information Sheets for the Foreign Office (of authorised schools at Post). Regular monitoring of those schools
  • Monitoring and oversight of adult education opportunities; care and training opportunities; single officer and foreign born spouse/partner issues; recreational facilities
  • Arrival and departure coordination with the Joint Corporate Services Team
  • Updating of the Post “Welcome Pack” (produced for all new arrivals)
  • Updating of the Post Report and Post Fact Sheet
  • Completing the Cost of Living Allowance (COLA) return
  • Providing guidance and support to UK-Based staff and partners on National Hospital Insurance Fund (NHIF) and National Social Security Fund (NSSF) requirements as employers of domestic staff
  • Upkeep and updating of the Community Liaison Office (CLO) pages on Post and FCO intranet websites.
Competences 
  • Delivering at pace
  • Making Effective decisions
  • Delivering a quality service
  • Collaborating and partnering

Qualifications

  • Extensive experience of developing good working relationships with key stakeholders at all levels
  • Advance level of English language and Kiswahili ( Intermediate)
  • Diploma in a Business Administration or related field
  • At least 2 years experience in an administrative role in medium to large organisation
  • At least 6 – 12 months experience in an HR department
  • Excellent IT skills (a working knowledge of Microsoft Excel and Word is essential)
  • Good oral and written communication skills, attention to detail and initiative
NOTE
All applicants must be legally able to work in Kenya with the correct visa/status or work permit.
The British High Commission in Nairobi is an equal opportunities employer, dedicated to inclusivity, a diverse workforce and valuing difference.
Employees recruited locally by the British High Commission in Nairobi are subject to Terms and Conditions of Service according to local employment law in Kenya.
Spouses/registered partners of UK Based Staff, are able to work within the BHC/BCG but their salary will be abated at the appropriate tax rates.
Reference checking and security clearances will be conducted.
If you have not heard from us 3 weeks after the closing date, please consider your application unsuccessful. Any questions you may have about this position will only be answered during interview, should you be invited.
How To Apply
Please read these notes carefully to ensure that your application is received and processed.
All applicants should submit a short (1 page maximum) covering letter stating why they are a suitable candidate for the position along with a copy of their CV (2 page maximum) in English and application form, by email to: Recruitment.Africa@fco.gov.uk
BHC External Application Form – HR Administration Officer (A2) (MS Word Document, 84.5KB)
Internal candidates should also submit the above with a copy of their appraisals covering the past 24 months.
All candidates should use the following subject line for their email; 20/15 NR, HR Administration Officer
Please submit only the requested documents. Please also ensure that your email including attachments is no larger than 2 megabytes, otherwise it may be rejected by your email system or the systems through which it will pass en route to us.
Internal candidates and spouses of diplomatic officers: Please quote in the subject line of your email, the Vacancy Notice No: 20/15 NR, HR Administration Officer and also indicate that you are an internal candidate or the spouse of a diplomatic officer.
Applications will only be accepted by email.
The closing date is 26 June 2015 2015 and no further applications will be accepted after this date.

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