People & Culture, Administration & Liaison Officer

People & Culture, Administration & Liaison Officer

Job Description:

Capacity Building and Centre of Expertise

• Build capacity of all base P&C officers particularly on sourcing and recruitment procedures for standardisation
• Train managers on the use of system on all our recruitment processes
• Ensure the recruitment process is done to the best of the standards
• Train Base P&C officers on the accuracy and standard of maintaining staff data in the system for workforce planning purposes.
• Capacity build recruitment committee/panels on the right templates to use and how to use them to the best of our standards.
• Be the centre of expertise on recruitment, staff performance management and L&D
• Act as a stopgap to all our new expansion areas offering full P&C support until we recruit a substantive Base P&C officer

Recruitment Administration and Systems Support

• Negotiate offer with selected candidate within limits specified by hiring dept and issue contract for candidate selected.
• Initiate Workday Ready to Hire process and paperwork based on candidate acceptance.
• Coordinate with Zonal team to ensure appropriate orientation/on-boarding support is provided to new hires.
• Utilize Workday recruitment tool appropriately and efficiently to ensure consistent, timely and accurate data entry and management.
• Maintain current knowledge of applicable laws, regulations and trends in recruitment, WV Sudan organizational policies, benefits and compensation, relocation and repatriation
• Conduct recruitment responsibilities in a professional, service-oriented, responsive, innovative, ethical and cost-effective manner
• Consolidate and update a recruitment tracker and share with the supervisor for leadership
• Ensure an effective recruitment process leaving no gaps
• Manage and ensure all recruitment needs are handled by P&C
• Develop and maintain multiple channels and networks to build a deep, diverse, and reliable sourcing pools from a specified location or technical or functional areas.
• Proactively identify and develop effective sourcing strategies (e.g. networking contacts, system queries/searches, religious institutions, College/Universities presentations).
• Source potential candidates on LinkedIn and DevEx and also on other platforms.
• Craft and send personalized recruiting emails with current job openings to passive candidates. Create advertisements and job postings
• Ensure adherence to the laid compliance standards, background checks, police clearance, BPS, etc

Staff Learning & Development Coordination

• Conduct needs assessments and design learning and development strategies/plans in line with the WV Sudan key strategic priorities and WVI partnership guidelines
• In close collaboration with the Supervisor, create an office wide learning & development plan and budget based on the 70.20.10 model.
• Build partnerships with external stakeholders; academic institutions, external experts, INGOs to design and implement innovative, effective learning and development programs that drive culture transformation across all programs
• Oversee the timely implementation, monitoring and reporting of learning & training activities included in WV Sudan rhythm of business calendar and L&D road map.
• Work closely with Managers to ensure effective coordination of learning & development investments and prevent gaps, overlaps, duplication of activities.
• Oversee the evaluation of learning & development programs to ensure impact and capture lessons learned and best practices for future decision making
• Prepare periodic learning and development reports to share with staff and management.
• Provide expert guidance and support to managers and staff in determining appropriate & available learning resource to fill specific competency/skill gaps identified in Individual Development Plans. Learning needs include career development, compliance trainings, management essentials, systems training, technical and other needs.
• Under the guidance of the P&C Lead and in collaboration with Senior Leadership develop and implement capacity building initiatives that support internal succession plans. This includes compiling and analyzing data on high potential employees and support the development of key successor Individual Development Plans.
• Oversee the selection and supervision of external technical resources, including experts and consultants (individual and institutional) to design and deliver specific learning or training programs
• Rigorously monitor the completion of mandatory courses and provide guidance for the team
• Draft internal guidance documents and standard operating procedures for the efficient, effective, consistent and fair administration of learning and development activities
• Facilitate and coordinate the delivery of training/workshops/staff retreats, as appropriate; and train others to deliver training as and when needed;
• Advise line and train managers and staff members on the effective application of learning policies and guidelines, use of various learning assets, methodologies and tools to achieve desired results
• Provide career counselling to staff members as needed.

Performance Management and Staff Engagement

• Coordinate World Vision Sudan performance management program, to include communications, training, and monitoring and guides managers on their roles in the end-to-end performance management process (i.e. goal setting, coaching, feedback, performance monitoring/appraisal)
• Design, implement Performance Management training and orientation programs for employees and line managers that link individual/team performance to WVE’s strategic objectives
• Prepare an orientation package for all new staff on Performance management
• Contribute to the design and implementation and of effective Recognition Programs to reward staff performance.
• Provide leadership in the management of effective leadership programs.
• Coordinate, plan, and co-implement initiatives towards the realization of the organizational vision, mission, strategy, and annual TA and Recruitment operating plan, including the employee engagement (Our Voice) outcomes within the team
• Follow up on Our Voice implementation and reporting

Stakeholder Management, Customer Service and Workforce Planning

• Coordinate all stakeholders to plan and forecast for hiring needs
• Help in supporting leaders in creating Diversity Sourcing and Recruitment Strategy as appropriate for specialized work contexts, especially fragile contexts
• Develop, build and maintain relationships with national office and Zonal P&C and support the consistent implementation of national recruitment policies, with particular emphasis on Compensation, Benefits, and Total Rewards approaches
• Attend client meetings (both in-person and virtually, as requested) and brief staff on sourcing and recruiting efforts
• Keep P&C leadership updated on possible staffing needs and upcoming projects
• Provide relevant report related to recruitment, diversity and staff engagement to the leadership
• Maintain strong talent pipelines based on client needs, with particular focus on ensuring operational timely support

Office and Team house Management

• Liaise with EARO Admin team for proper maintenance of WV Sudan Nairobi Office
• Ensure a proper maintenance and supply water and electricity to office, team house and maintain a tidy environment that meets accommodation standard
• Raise PR through Provision for Office and Team House supplies and ensure regular replenishment
• Make a distribution plan on daily, weekly and monthly basis to have a clean tracking system, effective and efficient services delivery.
• Make sure water supply, power back-up and internet are running smoothly in a team house.

International Visitors Management

• Liaise with Government Relations and Protocol Coordinator facilitates IAs and visitors’ Visa
• Send guest briefer and security briefer and make sure it is updated regularly and send for each incoming guests
• Reserve accommodation for the incoming guests in a Team House or WV Sudan preferred hotels
• Send confirmation of all bookings either in Team house or Hotel (hotel name, telephone number, contact person, cost/night etc)
• Arrange airport pickup and drop off for international guests. And follow-