People & Culture, Administration & Liaison Officer supporting recruitment administration, learning and development coordination, performance management and office management, requiring a bachelor’s degree in Human Resources or Business Administration and minimum 2 years work experience with 3 years in recruitment preferably in fragile contexts, in an NGO humanitarian environment, on-site role in Nairobi.
Key
Responsibilities
Capacity Building and Centre of Expertise
Build
capacity of all base P&C officers particularly on sourcing and recruitment
procedures for standardisation
Train
managers on the use of system on all our recruitment processes
Ensure
the recruitment process is done to the best of the standards
Train
Base P&C officers on the accuracy and standard of maintaining staff data in
the system for workforce planning purposes.
Capacity
build recruitment committee/panels on the right templates to use and how to use
them to the best of our standards.
Be the
centre of expertise on recruitment, staff performance management and L&D
Act as a
stopgap to all our new expansion areas offering full P&C support until we
recruit a substantive Base P&C officer
Recruitment Administration and Systems Support
Negotiate
offer with selected candidate within limits specified by hiring dept and issue
contract for candidate selected.
Initiate
Workday Ready to Hire process and paperwork based on candidate acceptance.
Coordinate
with Zonal team to ensure appropriate orientation/on-boarding support is
provided to new hires.
Utilize
Workday recruitment tool appropriately and efficiently to ensure consistent,
timely and accurate data entry and management.
Maintain
current knowledge of applicable laws, regulations and trends in recruitment, WV
Sudan organizational policies, benefits and compensation, relocation and
repatriation
Conduct
recruitment responsibilities in a professional, service-oriented, responsive,
innovative, ethical and cost-effective manner
Consolidate
and update a recruitment tracker and share with the supervisor for leadership
Ensure an
effective recruitment process leaving no gaps
Manage
and ensure all recruitment needs are handled by P&C
Develop
and maintain multiple channels and networks to build a deep, diverse, and
reliable sourcing pools from a specified location or technical or functional
areas.
Proactively
identify and develop effective sourcing strategies (e.g. networking contacts,
system queries/searches, religious institutions, College/Universities
presentations).
Source
potential candidates on LinkedIn and DevEx and also on other platforms.
Craft and
send personalized recruiting emails with current job openings to passive
candidates. Create advertisements and job postings
Ensure
adherence to the laid compliance standards, background checks, police
clearance, BPS, etc
Staff Learning & Development Coordination
Conduct
needs assessments and design learning and development strategies/plans in line
with the WV Sudan key strategic priorities and WVI partnership guidelines
In close
collaboration with the Supervisor, create an office wide learning &
development plan and budget based on the 70.20.10 model.
Build
partnerships with external stakeholders; academic institutions, external
experts, INGOs to design and implement innovative, effective learning and
development programs that drive culture transformation across all programs
Oversee
the timely implementation, monitoring and reporting of learning & training
activities included in WV Sudan rhythm of business calendar and L&D road
map.
Work
closely with Managers to ensure effective coordination of learning &
development investments and prevent gaps, overlaps, duplication of activities.
Oversee
the evaluation of learning & development programs to ensure impact and
capture lessons learned and best practices for future decision making
Prepare
periodic learning and development reports to share with staff and management.
Provide
expert guidance and support to managers and staff in determining appropriate
& available learning resource to fill specific competency/skill gaps
identified in Individual Development Plans. Learning needs include career
development, compliance trainings, management essentials, systems training,
technical and other needs.
Under the
guidance of the P&C Lead and in collaboration with Senior Leadership
develop and implement capacity building initiatives that support internal
succession plans. This includes compiling and analyzing data on high potential
employees and support the development of key successor Individual Development
Plans.
Oversee
the selection and supervision of external technical resources, including
experts and consultants (individual and institutional) to design and deliver
specific learning or training programs
Rigorously
monitor the completion of mandatory courses and provide guidance for the team
Draft
internal guidance documents and standard operating procedures for the
efficient, effective, consistent and fair administration of learning and
development activities
Facilitate
and coordinate the delivery of training/workshops/staff retreats, as
appropriate; and train others to deliver training as and when needed;
Advise
line and train managers and staff members on the effective application of
learning policies and guidelines, use of various learning assets, methodologies
and tools to achieve desired results
Provide
career counselling to staff members as needed.
Performance Management and Staff Engagement
Coordinate
World Vision Sudan performance management program, to include communications,
training, and monitoring and guides managers on their roles in the end-to-end
performance management process (i.e. goal setting, coaching, feedback,
performance monitoring/appraisal)
Design,
implement Performance Management training and orientation programs for
employees and line managers that link individual/team performance to WVE’s
strategic objectives
Prepare
an orientation package for all new staff on Performance management
Contribute
to the design and implementation and of effective Recognition Programs to
reward staff performance.
Provide
leadership in the management of effective leadership programs.
Coordinate,
plan, and co-implement initiatives towards the realization of the
organizational vision, mission, strategy, and annual TA and Recruitment
operating plan, including the employee engagement (Our Voice) outcomes within
the team
Follow up
on Our Voice implementation and reporting
Stakeholder Management, Customer Service and
Workforce Planning
Coordinate
all stakeholders to plan and forecast for hiring needs
Help in
supporting leaders in creating Diversity Sourcing and Recruitment Strategy as
appropriate for specialized work contexts, especially fragile contexts
Develop,
build and maintain relationships with national office and Zonal P&C and
support the consistent implementation of national recruitment policies, with
particular emphasis on Compensation, Benefits, and Total Rewards
approaches
Attend
client meetings (both in-person and virtually, as requested) and brief staff on
sourcing and recruiting efforts
Keep
P&C leadership updated on possible staffing needs and upcoming
projects
Provide
relevant report related to recruitment, diversity and staff engagement to the
leadership
Maintain
strong talent pipelines based on client needs, with particular focus on
ensuring operational timely support
Office and Team house Management
Liaise
with EARO Admin team for proper maintenance of WV Sudan Nairobi Office
Ensure a
proper maintenance and supply water and electricity to office, team house and
maintain a tidy environment that meets accommodation standard
Raise PR
through Provision for Office and Team House supplies and ensure regular
replenishment
Make a
distribution plan on daily, weekly and monthly basis to have a clean tracking
system, effective and efficient services delivery.
Make sure
water supply, power back-up and internet are running smoothly in a team house.
International Visitors Management
Liaise
with Government Relations and Protocol Coordinator facilitates IAs and
visitors’ Visa
Send
guest briefer and security briefer and make sure it is updated regularly and
send for each incoming guests
Reserve
accommodation for the incoming guests in a Team House or WV Sudan preferred
hotels
Send
confirmation of all bookings either in Team house or Hotel (hotel name,
telephone number, contact person, cost/night etc)
Arrange
airport pickup and drop off for international guests. And follow-up to
make sure airport pick-up/drop off is done on time.
Liaise
between WV Sudan and contracted travel agency to guide communications and
operations.
Make
travel reservation and ticket in liaison with travel agent or other airline as
appropriate for staff.
Other Duties
Ensure
proper support to the National Director on all his travel plans. Diarise his
itinerary to ensure especially that travels are well booked as per his
calendar.
Liaise
with the Regional Office to ensure the National Director local benefits support
is optimised.
Any other
duties as assigned by the P&C Manager, Sr Admin & Support Services
Manager or their designate.
Required
Certification:
Bachelor’s degree in Human Resources, Business Administration or equivalent is
required as a minimum
Extensive
experience utilizing behavioural interviewing techniques (e.g., Targeted
Selection)
Solutions-oriented
with strong problem-solving and follow-up skills
A
self-starter who is driven to find the best candidates for positions and who
can work in an environment with minimal supervision
A strong
team player and collaborator who is able to effectively network amongst all
work levels, both within and outside the organization
Strong
interpersonal, negotiation communication skills (both written and oral)
A proven
track record of providing exceptional customer service
Experience
in planning and forecasting workforce staffing needs, including pipelining
Demonstrated
computer literacy, including experience tracking recruitment metrics and
developing strategies to improve outcomes
Expertise
in advanced internet searching, candidate research, and cold-calling
Confident
in advising and partnering with business partners, hiring managers, and other
stakeholders. An experienced leader who works to improve their spiritual
maturity and that of others
Required
Minimum 2
years’ work experience, preferably in both the INGO and for-profit
sector.
3 years’
experience in recruitment especially in fragile contexts
Proven
knowledge of common HR policies and the use of problem-solving skills in a
cross-cultural environment
At least
3 years’ experience in full-cycle recruiting, sourcing, and employment
branding, much of it within a global or multi-cultural context
Demonstrated
ability of extensive use of creative sourcing tools and networking skills to
connect with talent in different professions
Successful
skills and ability to prioritize effectively and manage multiple projects in a
fast-paced and ever-changing multinational organization
The
ability to operate effectively within a geographically dispersed organization
Extensive
customer service experience serving or supporting an international or global
workforce required
A deep
understanding and passion for recruitment, aware of the latest trends and
global talent market
Strong
Business Ethics and values,
Proficiency
in Microsoft Office and MS Teams
