Human Resources Officer-Duty of Care/Protocol At Church World Service

JOB DESCRIPTION

Job Title: Human Resources Officer-Duty of Care/Protocol
Grade: TBD
Level: TBD

Division: Administration
Location: Nairobi, Kenya

Primary Purpose

The Human Resource Officer Duty of Care and Protocol will wear two hats. The HRO Duty of Care and Protocol is responsible for planning, designing, and overall project management of the Duty of Care Initiatives. This position will also have primary responsibility of ensuring that all work permits, visas, dependent passes are done and followed up in a timely and efficient manner as well as proper records and documentation are maintained for applications, correspondences and reports.

Supervision

This position reports directly to the Human Resources Specialist and works closely with different stakeholders within the Human Resources Department, Administration department, Programs and other Church world services programs.

Essential Duties:

Duty of Care

• Lead on the different key initiatives within the Duty of Care activities at the CWS RSC staff wellness, trauma mitigation, peer resilience support and incident protocol
• Be the focal person connecting staff with identified employee assistance program needs.
• Complete project planning and scheduling for the initiatives, from the high-level planning phase to detailed short-term activity scheduling.
• Provide timely input and progress reporting.
• Drive duty of care project progress and coordinate the activities of cross-functional team members, including task and action tracking.
• Engage and facilitate meetings with stakeholders, vendors across globally distributed business units, and coordinate stakeholder communications.
• Ensure that project communications are timely, relevant and accurate, including regular status updates.
• Provide input to budget management processes so that expenditure can be tracked and accurate projections can be maintained.
• Support the teams in their use of tools for documents management, collaboration and task management.
• Identifies smart practices on staff care within the sector, and integrates into CWS RSC Africa’s approach
• Ensures that the HR unit is accessible and responsive to staff enquiries related to Duty of Care
• Assists in the administration of employee recognition programs and help plan staff events

Protocol

• In consultation with the HR specialist and the Finance Coordinator, lodge applications for exemption permit, special pass and dependent passes for all CWS officials at the Ministry of Foreign Affairs.
• Advise CWS Africa and expats on the correct procedure and documentation to follow / use.
• Ensure that information for all applications to the authorities is accurate and properly documented before presenting for signature to the legal representative or designate.
• Follow up closely to ensure that the Ministry of Foreign Affairs deals with the applications timely without undue delay.
• Ensure that all the documents, passports and resident passes, are distributed to the relevant persons as soon as possible after receipt from the Ministries of Foreign Affairs and Immigration.
• Anticipate and deal with any problem that might delay the process in consultation with the HR specialist and Finance Coordinator.
• Ensure the correct legal status of CWS Officials and their families in terms of exemption of work permits, special pass and resident’s cards.
• Ensure that proper documentation and procedure is followed by all officials who have ended their missions, and send the information on time to the Ministry of Foreign affairs (return their resident cards for cancellation, including those officials who leave the missions before expiry of work permit).
• Collaborate with and maintain good external working relationship with counterparts, Government officers & authorities including Ministry of Foreign Affairs.
• Maintains a notification system for work permits, visas and ID renewals and liaises with the individuals and their supervisors.
• Maintains a thorough understanding of Ministry of Foreign Affairs requirements for work permit and identity card processing/cancellation for international staff.

Meetings & Reporting

• Assist the HR specialist and the Finance Coordinator to update the Weekly, Quarterly and annual reports on immigration status of CWS.
• Attend any relevant meeting(s) as may be deemed necessary.
• Provide accurate information and timely updates on circulars and official information received from Government officials.

Qualifications

Education:
Bachelor’s Degree in Psychology, Human Resource Management, Business Administration, Public administration or related area with post graduate in any of the mentioned areas

Experience:

• Six (6) years equivalent work experience.
• Four (4) years Human Resources specifically in duty of care and or protocol and diplomacy experience required.
• Demonstrated experience in Duty of Care related initiatives in the INGO community development is required.
• Previous work experience with an NGO preferred.

Preferred Additional Requirements

• Experience in working with a Project Management Office, or equivalent structure
• Understanding of the challenges related to implementing organizational change in the sector
• Experience using Microsoft 360
• Experience in project Management

Knowledge/Skills:

• Thorough knowledge in Duty of Care initiatives, covering form staff wellness, safety and security, trauma mitigation, peer resilience support and incident protocol within the INGO community
• Experience in diplomacy in protocol, work permits and relations with government offices
• Demonstrated knowledge of performance management systems and performance evaluation
• Exceptional interpersonal communication skills;
• Strong organizational and time management skills;
• Experience in project management managing large-scale, cross-functional projects
• Experience in facilitating governance processes
• Excellent writing, presentation and meeting facilitation skills
• Skills in managing and reporting budgets
• Experience in using project management methodologies, templates, tools and processes
• High level of proficiency with MS Office, documents management solutions and project management tool

Abilities:
The Human Resources Officer Duty of Care/Protocol must have the ability to:**

• Communicate detailed and/or technical information clearly, in writing and orally;
• Manage confidential information;
• Exercise good judgement and seek guidance as appropriate when confronted with unanticipated problems;
• Follow instructions with a positive and receptive attitude;
• Deal effectively and courteously with a large number of associates, staff of diverse background, outside agencies, refugees and members of the general public;
• Conduct oneself in a professional and courteous manner to represent the best interests of CWS Africa;
• Maintain a high performance standard with attention to detail;
• Carry out all of the duties of the position efficiently and effectively with minimal supervision;
• Work independently and contribute to overall operations of CWS Africa;
• Take initiative in the development and completion of projects within the specified timeframe;
• Maintain strict confidentiality with CWS Africa administrative and operational information;
• Manage a large and diverse workload under pressure with competing priorities;
• Work well as a team in a multi-cultural environment while maintaining a high level of motivation;
• Effectively manage CWS Africa’s resources

Working Conditions

Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying medium loads.

Environmental: Incumbents in this position may be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious disease, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces. This position is primarily in an office environment and may travel based on operational needs.

The US Embassy rates Kenya as both HIGH in crime and HIGH in terrorism. Incumbents should fully understand the insecurities present within Kenya and the region.

Special Requirements:

A background check which includes references and criminal check is required before the start of employment. Certificate of Good Conduct issued within the last one year (12 months) is also required before the start of employment. Must be legally eligible to work full time in Kenya. Employee may be entrusted with the receipt, custody and payment of money.

Licensing/Certification:

Professional Human Resources Certifications preferred.

Competencies
Communication

Ensure effective exchanges of information with others. Examples of skills and behaviors include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.

Relationships
Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.

Job Knowledge

Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviors include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.

Teamwork
Work effectively and contribute as a member of a team. Examples of skills and behaviors include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.

Problem Solving

Analyze information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviors include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.

Operational Leadership

Successfully lead a group to achieve operational goals. Examples of skills and behaviors include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work

Building and Leading Effective Teams

Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviors include managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.

Strategic Leadership

Accurately anticipate future consequences and trends and translate them into the fulfillment of workable strategies and plans. Examples of skills and behaviors include problem solving; dealing with ambiguity, creativity; innovation management and business acumen.