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Human Resources Assistant (Recruitment & Benefits Administration)

USAID (Kenya) Nairobi, Kenya

Summary

USAID/KEA is the largest USAID Mission in the world. USAID/KEA’s Executive Office Human Resources Team (HRT) provides the full range of HR management services supporting the full employee life cycle to the staff of two Missions - USAID/Kenya and East Africa (USAID/KEA) and USAID/Somalia. The HR Management Team’s responsibilities include position classification and recruitment of all local (CCN) and international (US and TCN) Personal Services Contract (PSC) positions; management of Mission staff training and development, recognition, and performance management programs for CCN and American staff; budgeting for all PSC personnel including salaries and benefits; and serving as the liaison with the US Embassy regarding HR topics and providing periodic reporting. The Human Resources Management Team consists of seven (7) Cooperating Country National (CCN) positions and two Eligible Family Member (EFM) positions. The current client universe for these two Missions consists of a total of 459 employees (55 U.S. Direct Hires -USDH, 23 expatriate U.S. Personal Services Contractors-USPSCs off-shore hires, 21 expatriate U.S. Personal Services Contractors – Local Hires, 2 Eligible Family Members (EFMs), 4 Third Country Nationals (TCNPSC) and 355 Cooperating Country Nationals (CCNPSCs).

 

The incumbent is a member of the HR Team and works under the overall supervision of the Lead Human Resources Specialist. The Human Resources Assistant (Recruitment and Benefits Administration) will, in collaboration with the two Eligible Family Member (EFMs), support all phases of the recruitment processes for the USAID/Kenya and East Africa Mission and the Somalia Mission. S/he will provide timely responses to non-technical questions within prescribed guidelines in relation to the recruitment of Cooperating Country Nationals (CCN’s). Duties include but are not limited to drafting and posting solicitations, receiving and screening applications, setting up Technical Evaluation Committee (TEC) meetings, arranging interview appointments for candidates, administering written technical tests, and is responsible for maintaining recruitment files and HR records. The incumbent will also be responsible for CCN employee Benefits Administration which include Medical, Life Insurance, Pension and US Dollar Loan. S/he performs various HR functions and provides support to HR Unit as required.

Description

  • Recruitment (70%)
  • The HR Assistant obtains Technical/Support Office Director’s approval to initiate a recruitment process after receiving a fully classified Position Description and verifying that the required approvals and paperwork are in order.
  • Draft and advertise vacancy announcements (solicitations) for Personal Services Contract (PSC) job opportunities through the agreed/appropriate channels (e.g. USG Nairobi employees, MyjobsinKenya, ReliefWeb, Glassdoor, Somalia NGO Consortium, Linkedin, Devex, Newspapers, etc.). Proofreads outgoing correspondence to ensure they are in proper format, consistent with Mission style requirements, properly addressed, etc. The incumbent will work closely with the Documentation, Outreach and Communication Team to publicize solicitations on the two Missions’ social media platforms - Facebook and Twitter. Works closely with Technical/Support Offices and the Executive Office Procurement Team to process GLAASS actions for solicitations that require payment. Supports the HR Specialist (American Services) to publicize job solicitations.
  • The incumbent receives and screens job applications using set evaluation criteria. Completes short-listing of offerors and provides qualified and eligible candidates pools to a Technical Evaluation Committee (TEC) panel for further offeror evaluation. The incumbent coordinates the evaluation process with the appropriate TEC serving as the HR representative on these TEC panels.
  • Prepares a TEC package and shares with it with the TEC panel members. The incumbent schedules and organizes a TEC briefing to ensure that the Executive Officer briefs all TEC members before they commence the evaluation process.
  • The HR Assistant coordinates and manages the entire recruitment process – scheduling interviews, communicating with the applicants and candidates, scheduling meeting rooms and relevant IT equipment for tests and interviews, proctoring technical assessments, reviewing TEC memos, processing reference checks, and sending regret letters to unsuccessful candidates.
  • The incumbent is responsible for providing weekly recruitment updates to Office Chiefs and recruitment reporting to the Mission Director’s Office and Executive Office (as requested) as well as maintaining various Recruitment trackers.
  • Initiates personnel actions using the Oversees Personnel System (OPS) for the recruitment portfolio as required.
  • Maintains confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards in the Agency Secure Image and Storage Tracking System (ASIST), HR PDrive, Google Docs and Personnel files as required.
  • Compiles HR data relating to the recruitment/selection portfolio for the annual Local Compensation Plan Questionnaire (LCPQ).
  • The incumbent has access to and is responsible for managing the Human Resources mailbox to provide timely responses to unsolicited requests for employment.
  • Backstops the HR Specialist (CCN Services) on recruitment actions and the HR Assistant (EFM) in his/her absence.                               
  • Benefits Administration (20%)

 The HR Assistant is responsible for the administration of CCN benefits (Medical, Pension, Life Insurance, US Dollar Loan). S/he will;

  • Support the administration of the medical and life insurance schemes to enroll new members and prepare contract modifications for payroll action to recover premium payments. The incumbent will be the point of contact between the Missions, the Insurance company and State Human Resources team. S/he will distribute all medical correspondence received from the insurance company to employees.
  • Prepare personnel actions (JF62), budget estimates and contract modifications (SF30) for additions and removal of employees and/or their dependents.
  • Support the administration of the pension scheme by processing paperwork to enroll new employees into the scheme when they join employment and to remove employees who exit employment with the U.S Government from the scheme. S/he will update beneficiary forms and ensure action for the Additional Voluntary Season (AVC) is completed and cable to Charleston processed.
  • Supports the administration of the US Dollar loan benefit by receiving and routing paperwork for clearance and cable preparation.
  • Ensures that the staffing pattern, specifically the dependents list, is kept up to date and responds to data calls from Human Capital Talent Management (HCTM) and the Oversees Personnel System (OPS).

 

  •   General HR Administration (10%)

  The HR Assistant will prepare personnel letters, memos, notices, announcements, and other official documents including Bank introduction letters for new employees, employment confirmation letters for employees as requested and certificates of service for all employees leaving the organization.

  • Ensures that all equipment (scanners, copiers, shredders) in the Human Resources Office is in good working order and contacts the relevant offices (Executive Office Information Systems Division and Communications and Records teams) to ensure repair or replacement when necessary.  
  • Responsible for replenishing and maintaining sufficient HR Office supplies and stationery levels (including printing paper, writing pads and pens etc.) and keeps supply cabinets in order.
  • Point of contact for annual vital records reporting in coordination with the Executive Office/Communications and Records (C&R) Team. Timely initiation of form 502-4, identify types of records and location in the HR office.
  • The incumbent serves as the alternate GLAAS Requestor for HR actions and requests.
  • Backstops the HR Assistants (Contract Administration) to ensure that employment security forms are filled. S/he will prepare the Regional Security Office (RSO) memo and confirm the background investigation (BI) date to the new employee. Backstops the HR Assistant (Training, Performance Management & Awards) on the performance management portfolio.
  • Backstops the other HR Assistants in the preparation of various personnel actions as delegated.

Education

At least two (2) years of University or Collegiate studies in Business Administration, Human Resources, Project Management, Social Science or related studies is required.

More Details on Experience

Minimum of three (3) years of progressively responsible experience working in the field of Human Resources, Business Administration, or General HR Management at an International Organization, Non-Governmental Organization, Embassy or Donor Agency.

More Details on Skills

The HR Assistant must demonstrate excellent interpersonal and communication skills as well as the ability to work effectively (individually with little supervision and as part of the Human Resources team) in a fast-paced multicultural environment. S/he will have strong attention to detail and organization skills to handle and prioritize high volume requests in an effective and timely manner as well as the ability to adapt quickly to changing demands. The incumbent will have outstanding customer service/problem solving skills with a positive ‘can-do’ approach to work. Proficiency in the use of Human Resources Management Information Systems (HRMIS), Microsoft Office Suite (MS Word, Excel, PowerPoint) and email/internet is required.

Terms And Conditions

POSITION ELEMENTS:

  1. Supervision Received: The Human Resources Assistant is directly supervised by the Lead HR Specialist. Work priorities/assignments and guidance on day-to-day recruitment activities will be detailed by the HR Specialist (CCN services), however, the incumbent will have a wide latitude in the performance of daily duties/responsibilities and the capacity to work independently with minimal technical/administrative supervision.    
  2. Supervision Exercised: None. Supervision of other employees is not anticipated.
  3. Available Guidelines: 3 FAM, 3 FAH-1, 3 FAH -2, ADS 309 Personal Services Contracts with Individuals, ADS 401 Human Capital Framework, AIDAR Appendix J, USAID Interim Strategic Workforce Plan FY 2020-2022, USAID Diversity and Inclusion Strategic Plan (2017), Equal Employment Opportunity policy (2019), USAID Acquisition Regulations and policy documents, USAID HR Manuals, USAID Leadership Philosophy, Kenya and East Africa Mission Orders, Somalia Mission Orders, HR Policies, Mission Leadership Charters, Local Employed Staff (LES) handbook, US Embassy Local Compensation Plan (LCP).   
  4. Exercise of Judgment: The incumbent will perform work of a confidential nature; therefore, tact and discretion must always be exercised due to the sensitive nature of personnel information s/he will have access to. Must be a self-starter with the ability to coordinate major projects and activities with little supervision. S/he must be competent to provide correct advice and guidance to supervisors on all recruitment and benefits administration matters when requested. S/he will exercise strict adherence to Equal Employment Opportunity (EEO) policies in the course of duty.
  5. Authority to Make Commitments: The incumbent has no authority to commit U.S. Government (USG) or Mission funds.
  6. Nature, Level, and Purpose of Contacts: Internal contacts within the Missions will include the Technical/Support Office Directors, USAID Human Resources Team, State Human Resources Team, Office of Financial Management and Administrative Assistants across the Missions. External contacts will be related to scheduling interviews and exchanging routine information with candidates and the MyjobsinKenya support team as well as contacts with the State Human Resources Team point of contact for Benefits Administration and the Medical and Pension Insurance companies.     
  7. Time Expected to Reach Full Performance Level: One year (12 Months)

 MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

 Any application that does not meet the minimum requirements stated below will not be evaluated. Only short-listed applicants will be contacted. If you have not been contacted within one month from the closing date of this advertisement, please consider your application unsuccessful.

REQUIRED QUALIFICATIONS

  1. Education: At least two (2) years of University or Collegiate studies in Business Administration, Human Resources, Project Management, Social Science or related studies is required.
  2. Prior Work Experience: Minimum of three (3) years of progressively responsible experience working in the field of human resources, business administration, or general management at an International Organization, Non-Governmental Organization, Embassy or Donor Agency.
  3. Post Entry Training: The HR Assistant will receive on-the-job familiarization with USAID operations, regulations and procedures. General USAID trainings including on-the-job training on organizational procedures and familiarization with USG records management practices will be offered. Other trainings include Introduction to Program Cycle (IPC) and Records Management training. HR specific trainings will include Personal Services Contracting (PSC) and the HR Essentials Workshop, depending on course offerings and the availability of funding.
  4. Language Proficiency: English level IV (Fluent) Speaking/Reading/Writing is required. Excellent oral/written communication skills and the ability to draft formal documents/correspondence is required.  
  5. Job Knowledge: The HR Assistant will have good working knowledge of HR concepts, principles and best practices as well as demonstrable knowledge of recruitment processes in a fast-paced complex environment. The position requires a good knowledge of standard personnel practices applicable to the full spectrum of personnel management from recruitment through retirement. Incumbent will have standard level of understanding the country’s insurance schemes and retirement plans. The incumbent must have a good understanding of general document preparation, as well as a general knowledge of office administrative procedures and practices. The incumbent should have a good working knowledge of file management, mail handling, and correspondence formatting. S/he will bring a solution-oriented approach to address recruitment and benefits challenges.   
  6. Skills and Abilities: The HR Assistant must demonstrate excellent interpersonal and communication skills as well as the ability to work effectively (individually with little supervision and as part of the Human Resources team) in a fast-paced multicultural environment. S/he will have strong attention to detail and organization skills to handle and prioritize high volume requests in an effective and timely manner as well as the ability to adapt quickly to changing demands. The incumbent will have outstanding customer service/problem solving skills with a positive ‘can-do’ approach to work. Proficiency in the use of Human Resources Management Information Systems (HRMIS), Microsoft Office Suite (MS Word, Excel, PowerPoint) and email/internet is required.