Human Resource Officer

Position: Human Resource Officer

Reports to: Senior Human Resource Manager

Location: Nairobi

Background:

The Center for International Health, Education, and Biosecurity (Ciheb) — Kenya is a leading local non-governmental organization dedicated to collaborating with the Ministry of Health (MoH) and County Health Management Teams to enhance healthcare systems’ quality in Kenya. Ciheb-Kenya operates in collaboration with various county governments across Kenya, including Mombasa, Kilifi, Kwale, Taita Taveta, Machakos, Makueni, Kitui, Nairobi, Kisumu, and Migori. The organization’s primary focus is to support the implementation and expansion of high-quality, sustainable, and comprehensive HIV prevention, care, and treatment programs, along with the ongoing COVID-19 vaccination efforts. These initiatives are made possible through funding from the President’s Emergency Plan for AIDS Relief (PEPFAR).

Job Summary:

Reporting directly to the Senior Human Resource Manager, the Human Resources Officer plays a pivotal role in overseeing all aspects of the human resource function within several key programs including Stawisha Pwani, CONNECT, TRACK, and PACT Imara. The role encompasses a diverse range of responsibilities throughout the employee lifecycle, from recruitment and onboarding to performance management, learning and development, disciplinary actions, career growth support, and eventual separation processes. Additionally, the Human Resources Officer handles various administrative tasks related to human resources.

Roles and Responsibilities:

• Policy Development: Assist in the development and recommendation of amendments to human resources policies and procedures.
• Policy Maintenance: Ensure the Employee HR policies manual remains up-to-date in compliance with Kenya labour laws and CIHEB-Kenya policies and procedures.
• Recruitment: Actively participate in full-cycle recruitment for all vacancies within designated programs, including developing job descriptions, placing advertisements, screening candidates, conducting interviews, checking references, and extending employment offers.
• Onboarding: Ensure proper onboarding procedures for all new hires, facilitating access to CIHEB-Kenya policies and procedures and providing support to managers for new employee orientation.
• Documentation Management: Maintain accurate and complete employee files, ensuring all required documents are collected and uploaded to the ERP system.
• ERP Management: Champion the ERP-HR system, ensuring optimal utilization of the module, addressing any bugs or missing information.
• Data Compilation: Compile and manage CIHEB-Kenya employee data.
• Employee Relations: Manage all employee relations matters, including conflict resolution and disciplinary actions, ensuring compliance with local labour laws and CIHEB-Kenya policies.
• Payroll Preparation: Prepare monthly payroll data for Ciheb-Kenya employees and conduct payroll reconciliation with the Finance department.
• Benefits Administration: Coordinate the administration of employee benefits, including medical and insurance coverage, conducting benefits orientations, tracking usage, and processing claims.
• Compliance: Ensure strict compliance with HR policies, labour laws, and donor requirements, including sub-grantee compliance.
• Additional Duties: Perform any other duties assigned by the immediate supervisor.

Requirements:

• Bachelor’s degree in HR Management is mandatory.
• Postgraduate diploma in Human Resources Management.
• A minimum of five (5) years of progressively responsible experience in human resource management.
• Demonstrated experience managing HR functions within large multicultural teams.
• Exceptional interpersonal communication skills.
• Strong HR systems and process skills, with attention to detail.
• Past supervisory experience is essential.
• Professional HR qualification highly desirable.
• Registered member of IHRM.
• Working experience in a Donor Funded Institution is desirable.

How to Apply:

Interested candidates should submit their applications, including a cover letter and updated CV with the names of three professional referees, to CIHEBKENYA_Recruitment@cihebkenya.org no later than March 6th, 2024. Please indicate “HUMAN RESOURCE OFFICER” in the subject line of your email. Applications will be reviewed on a rolling basis.

Equal Opportunity Employer:

The Center for International Health, Education, and Biosecurity (Ciheb) — Kenya is committed to diversity and is an equal opportunity employer. Only shortlisted candidates will be contacted.

Please note: All communications should be conducted in English.

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Expert Tips To Be A Successful Applicant for Human Resource Officer Position:

1. Tailor Your Application: Customize your cover letter and CV to highlight relevant experiences and skills specifically related to human resource management.
2. Showcase Your HR Knowledge: Demonstrate your understanding of HR policies, procedures, and best practices in your application materials and interviews.
3. Highlight Leadership Experience: Emphasize any past supervisory roles or leadership experiences you’ve had within HR or related fields.
4. Communicate Effectively: Strong interpersonal communication skills are essential in HR roles. Be prepared to showcase your ability to communicate effectively with diverse teams.
5. Demonstrate Attention to Detail: HR requires meticulous attention to detail, especially in areas like payroll administration and policy compliance. Provide examples of your attention to detail in your application.
6. Stay Updated: Keep abreast of current trends and developments in HR management and incorporate relevant knowledge into your application and interview responses.
7. Illustrate Conflict Resolution Skills: HR often involves managing conflicts and resolving disputes. Share examples of how you’ve effectively handled challenging situations in the workplace.
8. Be Professional: Maintain a professional demeanor throughout the application process, including in your communication and appearance during interviews.
9. Show Cultural Sensitivity: Given the multicultural nature of the organization, demonstrate your ability to work effectively in diverse environments and with people from various backgrounds.
10. Ask Relevant Questions: Prepare thoughtful questions to ask during interviews to demonstrate your interest in the role and organization.

Sample Cover Letter for a Human Resource Officer Position

[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]

[Date]

Hiring Manager
Ciheb-Kenya
[Nairobi Address]

Dear Hiring Manager,

I am writing to express my interest in the Human Resource Officer position at Ciheb-Kenya, as advertised. With a Bachelor’s degree in HR Management, a postgraduate diploma in Human Resources Management, and over five years of experience in progressively responsible HR roles, I am confident in my ability to contribute effectively to your team.

Throughout my career, I have demonstrated a strong commitment to upholding HR policies and procedures in alignment with local labour laws and organizational standards. I have successfully managed full-cycle recruitment processes, facilitated seamless onboarding experiences for new hires, and handled employee relations matters with professionalism and tact.

Additionally, my experience in managing HR functions within multicultural teams has equipped me with the interpersonal skills necessary to thrive in a diverse work environment. I am adept at communicating effectively with stakeholders at all levels and fostering a positive and inclusive workplace culture.

I am particularly drawn to Ciheb-Kenya’s mission of strengthening healthcare systems in collaboration with governmental and non-governmental partners. I am eager to contribute my expertise to support the organization’s initiatives in HIV prevention, care, and treatment, as well as its efforts in combatting COVID-19 through vaccination programs.

Thank you for considering my application. I look forward to the opportunity to further discuss how my skills and experiences align with the needs of your team. Please find attached my CV for your review.

Sincerely,
[Your Name]

Frequently Asked Questions:

1. What qualifications are required for the Human Resource Officer position?

• A Bachelor’s degree in HR Management is mandatory, along with a postgraduate diploma in Human Resources Management. Additionally, a minimum of five years of progressively responsible experience in human resource management is required.

2. How should I apply for the position?

• Interested candidates should submit their applications, including a cover letter and updated CV with the names of three professional referees, to CIHEBKENYA_Recruitment@cihebkenya.org with the subject line “HUMAN RESOURCE OFFICER.”

3. What is the deadline for submitting applications?

• Applications will be accepted until March 6th, 2024. However, candidates are encouraged to apply early as applications will be reviewed on a rolling basis.

4. Will I be contacted after submitting my application?

• Only shortlisted candidates will be contacted for further consideration.

5. Is CIHEB-Kenya an equal opportunity employer?

• Yes, CIHEB-Kenya is committed to diversity and is an equal opportunity employer.

6. Can I apply if I am not fluent in English?

• All communications, including applications and interviews, should be conducted in English.

7. What types of programs does Ciheb-Kenya support?

• Ciheb-Kenya collaborates with various county governments in Kenya to support HIV prevention, care, and treatment programs, as well as COVID-19 vaccination efforts.

8. Are there opportunities for career growth within Ciheb-Kenya?

• Yes, Ciheb-Kenya provides opportunities for career development and growth within the organization.

9. How soon will the selected candidate be expected to start?

• The start date for the selected candidate will be communicated during the offer stage.

10. Are there any application or recruitment fees? – No, Ciheb-Kenya does not charge any application or recruitment fees, whether refundable or not.

Possible Human Resource Officer Interview Questions With Answers:

1. Can you tell us about your experience in HR management?

• Sample Answer: Certainly, I have over five years of experience in HR management roles, where I have been responsible for overseeing various aspects of the HR function, including recruitment, onboarding, employee relations, and policy compliance.

2. How do you ensure compliance with HR policies and procedures?

• Sample Answer: I ensure compliance by regularly reviewing and updating HR policies in accordance with local labour laws and organizational requirements. I also conduct training sessions for staff to ensure understanding and adherence to these policies.

3. How do you handle conflicts in the workplace?

• Sample Answer: When conflicts arise, I believe in addressing them promptly and professionally. I typically start by facilitating open communication between the parties involved, actively listening to their concerns, and working towards finding a mutually acceptable resolution.

4. Can you give an example of a time when you had to manage a challenging HR situation?

• Sample Answer: In a previous role, I encountered a situation where an employee was consistently underperforming, which was affecting team morale. I initiated a performance improvement plan, providing clear goals and support to help the employee succeed. Ultimately, the employee was able to improve their performance, and team dynamics improved as a result.

5. How do you prioritize tasks in a fast-paced HR environment?

• Sample Answer: I prioritize tasks based on urgency and impact, ensuring that critical deadlines are met while also allocating time for long-term projects and strategic initiatives. I regularly review my task list to adjust priorities as needed to adapt to changing circumstances.

6. How do you stay updated on developments in the HR field?

• Sample Answer: I stay updated through various channels, including attending conferences, participating in professional development workshops, and following reputable HR publications and online forums. I also network with peers in the industry to exchange insights and best practices.

7. How do you handle confidential employee information?

• Sample Answer: I understand the importance of maintaining confidentiality in HR and adhere to strict protocols to safeguard employee information. I limit access to sensitive data only to authorized personnel and ensure that all information is stored securely and in compliance with data protection regulations.

8. Can you describe your approach to employee engagement and retention?

• Sample Answer: I believe in fostering a positive work environment where employees feel valued, motivated, and supported. This includes implementing initiatives such as employee recognition programs, career development opportunities, and open communication channels to promote engagement and retention.

9. How do you ensure fairness and equity in HR practices?

• Sample Answer: I ensure fairness and equity by applying policies and procedures consistently across all employees, regardless of background or status. I also proactively address any biases or disparities that may arise and strive to create an inclusive and diverse workplace culture.

10. How do you handle performance evaluations and feedback sessions?

• Sample Answer: I approach performance evaluations as opportunities for constructive feedback and growth. I schedule regular check-ins with employees to discuss their progress, provide feedback on performance, and collaboratively set goals for development. I also encourage open dialogue and welcome employees’ input and perspectives.

We wish you the best in your application process and remind you that our organization is committed to attracting and retaining the best talent from diverse backgrounds. We are an equal opportunity employer and do not charge any application or recruitment fees, whether refundable or not. Thank you for considering joining our team at Ciheb-Kenya.

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