Human Resource and Safety Officer

About us

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

OXFAM PURPOSE:

To work with others to find lasting solutions to poverty and suffering.

CONTRACT TYPE: Fixed Term – 2 years
INTERNAL JOB GRADE: D2
DEPARTMENT: Human Resources
SALARY: As per Oxfam Kenya salary scale
HOURS (FTE): 35 per week
FLEXIBLE WORKING ‘We believe in flexible working, so we are open to talking through the type of flexible arrangements which might work for you. We think this role would work particularly work well as a full time’.

TEAM PURPOSE:

To ensure that the Oxfam Kenya Programme has the HR capacity to provide effective and efficient support to the team.

JOB PURPOSE:

To perform support tasks to progress human resources functions to enhance the organisation performance through our people.

ROLE REPORTS TO People and Culture Manager
ROLES REPORTING TO THIS POST None
BUDGET RESPONSIBILITY None

KEY HUMAN RESOURCE RESPONSIBILITIES

HR Systems

• Manage, maintain and update the staff leave database.
• Support the HRBP on eArcu system administration.
• Oversee the maintenance of the virtual and manual staff human resources filing which includes human resources documents.
• Ensure that all HR documentation (paper and electronic) is consistently maintained and archived in line with Oxfam’s data protection policy. Follow up and inform relevant stakeholders on missing information and/or incomplete staff files.
• Manage the HR Folder in the ‘O’ Drive, by conducting regular reviews of the HR folder to ensure that all information and forms are up to date and shared information is accurate and stored in a proper manner, e.g. contracts, leave balance report, sickness and medical reports.
• Manage the updating of staff details with the WIBA insurance cover providers in terms of leavers and joiners.
• Give alerts on end of probation reviews when they are due and also the termination or renewal of staff contracts.

Recruitment and Selection

• Ensure that all recruitment documents are filled and filed appropriately.
• Support the recruitment processes by ensuring applications and interview pack documents are placed in the right folders, preparing interview packs, contacting candidates and sending regrets.
• Change candidate status in eArcu after recruitment is complete and ensure that all applicants are given feedback either online or offline and job vacancies are closed on eArcu after recruitment is finalised.

Leave Management

• Focal point person for leave management and will coordinate the collation of absence, leave statistics and sickness reports.
• Manages staff holidays, sickness absences, TOIL and any other attendance related issues.
• Promptly retrieves and files leave forms.
• Compile leave status report per business unit every 3 months to share with HRBP for management decisions.
• Understand and explain absence policy to staff as and when required.

Payroll

• Provides the People and Culture Manager with payroll information on new starters, leavers and changes/amendments to terms and conditions of employment.
• Supports with payroll in HRBP’s absence.
• Collate monthly health and safety report by the 1st of every month and share with HRBP.
• Share health and safety materials as advised and support HRBP in the implementation of the health and safety policy.
• Enforce Safety Policies by ensuringthatsafety procedures and requirements are upheld.
• Conduct Audits and Inspections throughroutine workplace safety inspections to identify potential hazards, along with observing workers to ensure they’re following safety procedures while on the job.
• Perform safety audits as per organization policy and compliance requirements to keep the safety program on track and avoid potential fines.
• Investigate Accidentsby figuring out why an accident occurred and what needs to happen to prevent similar accidents in the future.
• Ensure compliance standards set forth by OSHA and any changes to these standards over time.
• Ensure that all required OSHA (Occupational Health and Safety Act) posters are visible in the organization and up to date with the latest information.
• Train Employeeson OSHA standards.
• Responsible for timely and regular reconciliation of medical invoices and ensuring that invoices are promptly collected from the reception and medical providers are paid in time by sharing the medical invoices payment schedule with finance by the 15th of every month.
• Ensure employee medical records are up to date and that arrangements are made for any medical treatment that is required.
• In charge of facilitating payment of staff medical claims by inputting claims into GOLD, following up on relevant signatures and submitting to finance for reimbursement.
• Facilitate pre-employment medical assessment for new staff.
• Ensure all new staff and their dependants are added to the staff list and shared with all medical service providers.
• Regularly update the medical service providers list on O: drive
• Ensure that all relevant departments are notified in advance re email account set up, access card activation and inclusion in the security communication tree.
• Follow up with new employee for passport size photos and give to Logs & Admin Assistant to prepare necessary cards (access card and dependents medical cards).
• Receive the applicable cards (MSH and dependents cards) for all leavers.
• Support staff exit process by sharing leave balance with applicable persons for inclusion in Leavers Financial Checklist.
• Regularly update organogram.
• Undertaking any other task at the direction of the HRBP.

Payroll

• Provides the People and Culture Manager with payroll information on new starters, leavers and changes/amendments to terms and conditions of employment.
• Supports with payroll in HRBP’s absence.

Safety

• Collate monthly health and safety report by the 1st of every month and share with HRBP.
• Share health and safety materials as advised and support HRBP in the implementation of the health and safety policy.
• Enforce Safety Policies by ensuringthatsafety procedures and requirements are upheld.
• Conduct Audits and Inspections throughroutine workplace safety inspections to identify potential hazards, along with observing workers to ensure they’re following safety procedures while on the job.
• Perform safety audits as per organization policy and compliance requirements to keep the safety program on track and avoid potential fines.
• Investigate Accidentsby figuring out why an accident occurred and what needs to happen to prevent similar accidents in the future.
• Ensure Compliancestandards set forth by OSHA and any changes to these standards over time.
• Ensure that all required OSHA (Occupational Health and Safety Act) posters are visible in the organization and up to date with the latest information.
• Train Employeeson OSHA standards.

Medical

• Responsible for timely and regular reconciliation of medical invoices and ensuring that invoices are promptly collected from the reception and medical providers are paid in time by sharing the medical invoices payment schedule with finance by the 15th of every month.
• Ensure employee medical records are up to date and that arrangements are made for any medical treatment that is required.
• In charge of facilitating payment of staff medical claims by inputting claims into GOLD, following up on relevant signatures and submitting to finance for reimbursement.
• Facilitate pre-employment medical assessment for new staff.
• Ensure all new staff and their dependants are added to the staff list and shared with all medical service providers.
• Regularly update the medical service providers list on O: drive

Staff on boarding and exit

• Ensure that all relevant departments are notified in advance re email account set up, access card activation and inclusion in the security communication tree.
• Follow up with new employee for passport size photos and give to Logs & Admin Assistant to prepare necessary cards (access card and dependents medical cards).
• Receive the applicable cards (MSH and dependents cards) for all leavers.
• Support staff exit process by sharing leave balance with applicable persons for inclusion in Leavers Financial Checklist.
• Regularly update organogram.
• Undertaking any other task at the direction of the HRBP.

Focal person in the absence of the People and Culture Manager.

Person specification

Most importantly, every individual at Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here).
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct).
• Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.”
• Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

Experience, knowledge and competencies

Essential Criteria

• Self-awareness: Ability to develop a high degree of self-awareness around individual strengths and weaknesses and impact on others. Self-awareness should enable the individual to moderate and self-regulate behavioural control and channel impulses for good purposes. The individual should self-moderate appropriately to different context thereby optimizing his or her ability to achieve goals.
• Humility: Ability to put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. Not being concerned with hierarchical power, and engage with, trust and value the knowledge and expertise of others across all levels of the organization. Work to achieve goals together not just individually.

Skills and Competencies

• Minimum, business administration degree with HR specialization.
• IHRM certification.
• At least 2 years’ experience in an NGO support function preferably Human Resources.
• Excellent time management and organisations skills.
• Good computer skills.
• Must be proactive and show initiative.
• Fluent in written and spoken English with good communication skills.

Desirable

• Patient, pleasant and courteous personality.
• Efficient and organized.
• Ability to prioritize work according to importance and deadline; meeting conflicting work demands.
• Possess initiative, patience, tact, and able to work with minimum supervision.
• Manages own time and deals with some conflicting priorities without upward referral.
• Demonstrates adaptability and flexibility in all aspects of working.
• Influences decision-making on specific issues relating to routine projects and tasks.
• Ability to work effectively in a team and support others in their work.
• Makes decisions on routine matters without close supervision.
• Takes responsibility for expanding own knowledge.
• Shares knowledge and improvements.