Reporting to the Human Resource Officer, the Assistant HR Officer is responsible for management of the filing system and ensuring that all personnel files have updated employee documents in their files in line with the organization’s policies. S/he will be responsible for coordinating refugee community workers (RCW) recruitment and provide administrative support to the human resource office.

II: RESPONSIBILITIES AND TASKS
R1: Employee Records
1.1 Open new personal files for each new staff.
1.2 Ensure that all personnel files have all documents as per the checklist.
1.3 Organize the employee personnel files into sections for easy retrieval of documents.
1.4 Ensure HR cabinets are lockable and are safe to keep HR personal files.
1.5 Ensure proper office records are maintained.
1.6 File all documents in the HR office in the relevant files.
1.7 Organize the filing system by ensuring that all files are labeled, and old files are archived.
R2: Coordinate Recruitment & Selection processes of Refugee Community Workers
2.1 Receive RCW’s vacancy announcements form sectors, verify them and sign.
2.2 Peruse the selection interview minutes of RCW’s and ensure their accuracy.
2.3 Verify the RCW Agreements and confirm that all data required (i.e. name, sector, job title, camp, wage rate, gender, age, individual/alien card no, agreement start and end date) are clearly indicated.
2.4 Complete the RCW recruitment tracking template in the shared HR folder.
2.5 Prepare RCW’s payroll list on monthly basis and share the information with finance on time for preparation of payrolls.
R3. Office Administration
3.1 Prepare purchase requisitions in consultation with HR Officer.
3.2 Responsible for the receipt of stationeries and control of the same for the HR unit.
3.3 Handle all incoming and outgoing mails for HR office.
R4: Prepare Staff Establishment reports
4.1 Prepare and update monthly staff contact lists ensuring new staff are included and separating staff deleted from the list.
4.2 Submit the updated monthly contact list to Nairobi office as required.
4.3 Prepare daily staff headcount report using information from staff movement, road convoy, flight manifest and staff headcounts.
4.4 Update staff list with missing payroll numbers.
4.5 Propose and advise on new and better ways of presenting establishment reports.
R5: Medical cover focal point at RAP
5.1 Liaise with HR focal point in Nairobi to ensure staff and their dependents receive their medical cards.
5.2 Check records submitted by new employees for self and dependents to ensure they are correct as per CARE HR manual provisions for medical cover.
5.3 Check medical claims forms and receipts submitted for reimbursement and forward them to the point person in Nairobi HR Office for appropriate action.
5.4 Receive employee medical claims, verify and forward to Nairobi office for processing.
5.5 Make follow up on the medical claims forwarded to Nairobi and give feedback to employees on the status of their claims.
R6: Supervision of Refugee Community Workers under HR unit
6.1 Take lead in the recruitment of the refugee community workers under HR unit.
6.2 Couch and mentor the workers for work assignments in HR unit
6.3 Assign them tasks as appropriate and supervise to ensure completion.
6.4 Manage their leaves and contracts.

III: AUTHORITY:
Spending Authority: N/A
Supervision: 2 refugee community workers
Decision Making: makes normal decisions within prescribed standards.
IV: CONTACTS/ KEY RELATIONSHIPS:
External: UNHCR, WFP, and Implementing Partners in Dadaab
Internal: CARE staff
V: WORKING CONDITIONS
The position is based at Dadaab Main Office (DMO) with frequent movements to Ifo and Dagahaley camps as well as any other extension camps and program sites. This is a none-family working station. Hot weather is prevalent throughout the year with limited basic amenities. Road movement between the work station and Garissa as well as inter-camp movement must be under police escort (scheduled convoys), with strict adherence to safety and security instructions all the time. It is a six days work station with a compensatory time off according to CTO policy.
The incumbent shall reside in CARE compound while executing official duties and shall obey and adhere to residential compound regulations.
VI: QUALIFICATIONS & EXPERIENCE
Education: Higher diploma in Human Resource (preferably from IHRM institute).
A bachelor’s degree in HR Management will be an added advantage
Experience: One year work experience in a busy work environment
Certificate: IHRM certification
Competencies:
• Demonstrated proficiency in using Microsoft office suite
• Proven ability to organize, prioritize and complete work under tight deadlines.
• Must be highly organized
• Good inter-personal skills; possess the ability to interact with all levels of staff as well as both internal and external clients.
• Ability to work effectively with diverse groups and establish and maintain collaborative relationships with project partners and staff.
• Analytical skills and problem solving skills

HOW TO APPLY:
If you feel you meet the requirements for this position, send your application letter indicating the reference number, title of the position along with an updated CV with email and telephone contacts of three professional referees to: The Human Resources & Development Manager, CARE International in Kenya, Email: Vacancies@care.or.ke to be received not later than 19th February , 2016.
Kindly do not attach any certificates/scanned documents to your application
Only short listed candidates will be contacted.
CARE is an equal opportunity employer and promotes gender equity. Canvassing will lead to automatic disqualification.
CARE International in Kenya does not charge a fee at any stage of the recruitment process.(Application, interview, meeting, processing, training or any other fees).
N.B) The interested applicants must indicate their expected remuneration level.