Purpose of the job

To provide strategic and administrative support in the HR department in system and database management, recruitment, promotion and confirmation of staff, training and performance management and medical and separation processes.

KEY RESPONSIBILITIES AND DUTIES/JOB SPECIFICATIONS

System and Database Support

• Analyze and maintain the Human Resource module in the ERP.
• Prepare accurate reports on need basis.
• Leave administration.
• Lead the implementation of business processes e.g. ISO in the HR department.
• Administration, automation and maintenance of the staff portals.
• Provide timely, accurate advice and support to management and staff on HR Information Systems

Recruitment, Confirmation, Promotion

• Drafting advertisement of vacant posts and ensure adherence to policies and procedures.
• Ensuring the applications received are categorized, filed accordingly and directed to the undersigned as per the advertisement made.
• Prepare shortlisting sessions including formulation of shortlisting instruments, notifying the panel and writing shortlisting reports.
• Preparation of interviews including formulation of interview score sheets, calling candidates for interviews and ensuring that the interview panel is notified in good time.
• Take minutes during interviews and ensure the minutes are ready in good time to ensure prompt implementation of the recommendations.
• Conduct reference checks on all selected candidates for recruitment and present the reports before the staff is hired or confirmed depending on the circumstances.
• Inform both successful and unsuccessful applicants in writing of the panel decision.
• Prepare appointment letters in liaison with the DVCs’ and VC’s offices.
• Ensure international staff members have the necessary documents i.e. work permits.
• Ensure all new staff are issued with the medical scheme registration form, pension registration and beneficiaries forms.

Training and Performance Management

• Undertake performance management activities related to performance planning, monitoring and evaluation across the University.
• Prepare accurate reports on need basis.
• Coordinate staff performance appraisals in the departments to ensure they are done on time.
• Conduct training needs analysis, exit interviews, and staff attitude surveys.
• Assist in the formulation and implementation of annual staff training programs (based on TNA) with estimated  budgets.
• Assist to develop and review training evaluation instruments and evaluate the effectiveness of training programs, including instructors, providing recommendations for improvement.
• Schedule participants into training sessions and follow-up to ensure attendance.
• Maintain staff training records and a skills inventory for the University.
• Guide staff on all training procedures including application, bonding, progress reports, study leave, payment of salaries while on study leave, etc;
• Assist in processing of overtime claims

Medical & Separation

• Ensure that staff insurance covers are renewed promptly.
• Ensure that new employees are registered in the medical scheme as soon as they report.
• Handle all SHIF matters including liaising with Payroll Office to ensure that deductions are made on time and new staff are introduced to SHA for registration.Work closely with the insurance covers providers to ensure that insurance related benefits are processed in time.
• Ensure proper management of staff medical scheme and insurance records by creating, maintaining and updating employee and administrative records.
• Assist in the implementation of the pre-retirement programme to ensure that employees are prepared for retirement.
• Facilitate staff separation process including drafting acceptance letter (on resignation), issuance of certificate of service/ recommendation letters and any other correspondences that may be needed by the statutory bodies.
• Ensure that employees are notified of their retirement 6 months before the actual retirement date.
• Ensure prompt payment of staff terminal benefits.
• In case of death of an employee:
  • Ensure condolences are conveyed to the immediate family in writing.
  • Also ensure that a notice of death is given to the labour officer in the prescribed form as soon as possible.
  • Work closely with finance to ensure that all benefits due to the late employee are paid within 30 days after submission  of proof.
• Taking minutes in all HR meetings in liaison with the HR Assistant, ensure that appropriate actions are taken, decisions
• are implemented, records are maintained and generate related reports.

EDUCATION AND EXPERIENCE REQUIRED:

• Bachelor’s degree in Human Resource Management or its equivalent.
• Certified Human Resource Professional / Diploma in Human Resource Management or its equivalent.
• Four (4) years’ experience in Human Resource Management

KEY COMPETENCIES AND SKILLS:

• Strong leadership skills Certified Human Resource Professional / Diploma in Human Resource Management or its equivalent.
• Good analytical skills and reporting skillsMember of IHRM in good standing.
• Good interpersonal skills.
• Team player with strong organizational skills.