HR & Administration Officer Job Vacancy in Mombasa

VTTI operates a network of bulk petroleum Terminals in eleven countries across five continents. As a result of its ongoing continued growth, VTTI has expanded its operations to Kenya.

VTTI Kenya is completing its state of the art Terminal in Mombasa and will soon be operational.

Applications are invited from qualified and experienced Kenyan citizens for the following positions at our state of the art Petroleum Terminal in Kipevu, Mombasa:

HR & Administration Officer

Location: VTTI, Kenya

Job Description:

Responsible for the provision of Human Resources services in compliance with VTTI corporate policy and statutory regulations. Manages human resource programs for the organisation which include Staff recruitment, employee relations and skills development, compensation and benefits administration.

Also responsible for administrative support to the General Manager and the management team; manages services related to office supplies, travel, accommodation, housekeeping and arranging meetings.

Organisational Position

Reports to the Finance and Administration Manager. Directly supervises support services, drivers and janitors.

Result Areas

Staff recruitment and deployment

In coordination with department managers, initiates the processes leading to recruitment of personnel for the organisation as follows:

• Reviews and advises on defined job descriptions and required qualifications for the positions in line with overall organisation business goals.
• Manages the requests for applications using the agreed method and guided by the organisationÕs policy.
• Schedules and participates in the screening, interviewing, negotiation of terms, reference checks and selection of personnel.
• Processes new hire documentation including letter of offer, employment contract and work permits.
• Manages orientation program for new hires including introduction to other staff, provision of staff IDs, relevant manuals, procedures and organising induction training.
• Interacts and corresponds with recruitment agencies to ensure hiring needs are met.

Administrative support

• Manages the General Manager’s diary; scheduling appointments in consultation.
• Handles incoming and outgoing calls and mail, receives visitors and deals with correspondence; ensuring proper presentation and uniformity to corporate standards.
• Arranges Management Team meetings, records minutes and maintains documentation.
• Makes reservations for meeting venues, hotels, flights and communicates with the relevant parties.
• Supervises office cleaning and housekeeping arrangements to meet company standards.
• Arranges for the purchase and supply of goods and services for the office; compares costs and value from various suppliers to ensure good value selection.
• Maintains record of quotations, purchase orders and invoices for general office supplies.

Records and Documentation

Responsible for the maintenance of company HR records and confidential employee documentation;

• Manage structure and revisions of Company Employee Handbook to maintain Company Policies and Procedures.
• Create, Maintain and revise various company policies, procedures, forms and templates
• Maintain record of Employment contracts, Copies of identification documents; Passports, National identity cards, Alien cards, PIN, NSSF and NHIF cards.
• Payroll deductions and benefits contributions.
• Staff performance targets and appraisal reports.
• Company Bank reconciliations.
• Maintains vacation calendar and tracks vacation accrual and balance in line with company policy.

Supervision, Training and Development

In coordination with department managers, identifies staff development needs and implements training programs to meet these;

• Develops Human Resource processes and metrics that support the achievement of the organisationÕs goals
• Develops and schedules required training sessions.
• Reviews feedback from personnel appraisal reports and advises on corrective counselling and training.
• Directly supervises support staff; drivers and janitors.

Compensation and Benefits administration

Responsible for the administration of compensation and benefits defined in employment contracts and guided by corporate policy and statutory regulations;

• Coordinates, researches company employee benefits for GM approval and implementation.
• Maintains up to date knowledge of current laws, best practices and regulations and initiates corrective actions where there are gaps.
• Provides timely information to finance department on payroll salaries, benefits deductions and staff over time.
• Implements company health insurance and pension fund, reconciles monthly Health Insurance statements for approval by Finance Manager.

Employee relations

Responsible for the maintenance of a good working environment for employees in compliance with corporate policy and statutory regulations;

• Maintains confidentiality at all levels concerning employment, benefits and salaries.
• Corresponds with legal representatives to ensure compliance in Employment Laws & employee conflict resolution.

Budget Control

• Gathers and compile costs for HR budget and review with Finance Manager.
• Manages HR and Office administration expenses within allocated budget.

General payments administrations

• Carries out bank reconciliations.

Reports, communication and social interaction

Maintains functional contact with the General Manager, Department managers and staff within VTTI Kenya and also maintains contact with VTTI group HR staff and with external parties;

• Interaction and communication with management and employees in a confidential manner.
• Interaction and correspondence with colleagues at VTTI headquarters in Rotterdam and other global locations.
• Maintains contact with various visitors and suppliers of office services.
• Provides direct and indirect guidance on company procedures and local guidelines as well as VTTI global policy.
• Monthly HR and Administration reporting for local office and corporate office.

Performance Indicators

• Timeliness of recruitment and deployment of staff.
• Completeness and accuracy of HR records and documentation.
• Fulfilment and adherence to personnel training schedules.
• Timeliness and accuracy of salary and benefits payments.
• Completeness and validity of salary and benefits data.
• Employee satisfaction and retention.
• Management of HR and administration expenses within allocated budget.
• Quality of office supplies services.
• Compliance with VTTI HR policy and the Kenya Employment Act.
• Compliance with statutory requirements for payroll PAYE, NSSF & NHIF.
• Timely and accurate bank reconciliations.
• Quality and timeliness of the various reports.

Qualifications & Experience

• University Graduate
• Human Resource Management qualification.
• Minimum 5 years experience in a results focused, multi cultural, commercial environment which includes experience in a Human resource management role.
• Knowledge and experience of Kenya employment regulations.

Competencies

• Good judgement and discretion.
• Social empathy and ability to engage across all levels of the organisation.
• High level of integrity.
• Good communications and negotiating skills.
• Flexible and Service orientated.
• Good understanding of Accounting principles.
• Thorough and attentive to detail.
• Orderly and structured.
• Planning and organisation capability.

For the above vacancy, kindly send your CV to hr@mtt.vtti.com