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

Church World Service (CWS) was founded in 1946 and is a cooperative ministry of 37 Christian denominations and communions, providing sustainable self-help, development, disaster relief, and refugee assistance around the world. The CWS mission is to eradicate hunger and poverty and to promote peace and justice at the national and international level through collaboration with partners abroad and in the US.

Reports To: HR Supervisor Compensation & Benefits

Division : Immigration & Refugee Program+ (IRP+)

Department: Administration Job

Grade Level: 5 (N)

FLSA & Union Status: Non Exempt

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.

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

Requirements

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.

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 systems – SAGE ACCPAC, ERP

Abilities:

• Ability to exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems.


• Ability to communicate effectively both verbally and in writing.


• Ability to follow instructions from the Supervisor with a positive and receptive attitude.


• Ability to deal effectively and courteously with a large number of associates, outside agencies, refugees and members of the general public.


• Ability to conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP.


• Ability to maintain a high-performance standard with attention to detail.


• Ability to carry out all of the duties of the position efficiently and effectively with minimal supervision;


• Ability to work independently and contribute to overall operations of RSC Africa.


• Ability to take the initiative in the development and completion of projects.


• Ability to lead others and address issues as they arise.


• Ability to maintain strict confidentiality with RSC Africa administrative and operational information.


• Ability to manage a large and diverse workload under pressure with competing priorities.


• Ability to analyze and solve complex problems and make sound decisions.


• Ability to work well as a team in a multi-cultural environment while maintaining a high level of motivation.


• Ability to effectively manage RSC Africa’s resources.


• Ability to actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).


• Work and make decisions independently and contribute to overall operations at management levels


• Exercise good judgment and seek guidance as appropriate when confronted with unanticipated problems in the field;


• Maintain a high performance standard with attention to detail, completing tasks within set timeframes;


• Maintain the integrity of official records;


• Be flexible with changing of daily duties as needed.


• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

• COVID Vaccination is strongly recommended for all successful candidates


• The candidate should be of good health, willing and able to travel extensively in often difficult conditions, and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa


• This position is based in (Nairobi, Kenya)


• This position requires use of laptops at all time, competence in Microsoft office packages is required.


• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program


• Background check which includes references and an educational and criminal check is required before the start of employment.


• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.


• 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 heavy loads.


• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.


• Full time: All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic

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