Background

Unga Holding is a market leader in the manufacturing & provision of superior human nutrition, animal nutrition and animal health products and services within Eastern Africa. Unga family brands are milled using superior quality grains, selected to achieve high customer satisfaction levels at the same time ensuring that the nutritional value is retained ...

Role Purpose

Reporting to the Human Resource Business Partner, the role holder executes a seamless employee experience across multiple touch points in the entire employee life cycle at the site. The individual is expected to review and refresh tools, processes, and documentation to establish a 7-star employee experience.

Key Duties and Responsibilities

Coordination of Talent Acquisition

• Review job requisitions before submitting for approval on DocuSign
• Support with long listing and shortlisting of job applicants.
• Scheduling of interviews, logistical planning, and constant engagement of hiring managers and candidates,

Management of Employee Records, Filing and Retrieval

• Ensure employees’ job descriptions are up-to-date, signed and filed.
• Coordinate and maintain accurate orientation, onboarding, and separation documentation
• Track employee contracts. This includes probation, confirmation and end of contracts.
• Ensure annual personal data consent form & Unga code of Ethics and conduct acknowledgement and acceptance forms are completed, signed and filed
• Maintain the highest level of confidentiality and ensure employee data protection

HR Operations

• Maintain and update calendars of HR events and site activities
• Submit accurate HR reports that are analyzed with useful metrics
• Assist in drafting and updating policies, procedures, process maps and documents
• Provide relevant data for payroll processing and ensure all payroll errors are resolved.
• Serve as a point of contact for HR service providers and hold them accountable to deliver as per contract commitments and service level agreements
• Support day to day management of outsourced staff and labour cost based on approved establishment
• Process invoices for payment and ensure invoice reconciliation are done on time to avoid delay in payments
• Ensure leave plans are adhered to
• Preparation of HR team meeting minutes as per the schedule

Employee Relations

• Provide Support to employees in various HR related matters and properly handle and document complaints and grievance procedures
• Ensure issues brought forward are resolved and escalated on time.
• Collaborate seamlessly with the HR team to eliminate any gaps in the employee experience.
• Draft employee disciplinary meeting minutes and ensure all disciplinary documentation is filed.

Culture Transformation

• Administrative and coordination support of employee engagement tasks e.g. culture initiatives, team building, and other related tasks.
• Support activities around Unga’s culture code – FIRST.
• Participate in organizing site events and initiatives as guided.
• Develop 6k and Hazard spotting schedules, coordinate audits and ensure action closure

Learning Support

• Provide Administrative support in planning and learning initiatives
• Planning and execution of induction programs
• Preparing and releasing communication on various trainings
• Securing training venues and blocking participants calendars
• Tracking attendance of various in-house or external trainings
• Collecting and analyzing training data for reporting purposes

Performance Management

• Provide administrative support for performance management activities.
• Ensure employee goal sheets are up to date, signed and filed
• Ensure quarterly face to face sessions are effectively done and annual PDPs are completed, signed and filed

Qualifications or Requirements

Minimum Requirements:

• Bachelor’s Degree in human resource management or any other related discipline.
• Hands on experience in HRMIIS
• CHRP Certification and Professional Membership (IHRM).
• 2-3 years of experience in a similar role, preferably in FMCG
• Good Knowledge of the Kenyan labour laws.
• Computer proficiency

Key Attributes/ Competencies:

• Strong business acumen
• Good analytical skills and attention to detail
• Ability to deliver under pressure with minimal supervision
• Excellent communication and presentation skills
• Ability to maintain sensitive and confidential information

• Review job requisitions before submitting for approval on DocuSign
• Support with long listing and shortlisting of job applicants.
• Scheduling of interviews, logistical planning, and constant engagement of hiring managers and candidates,
• Ensure employees’ job descriptions are up-to-date, signed and filed.
• Coordinate and maintain accurate orientation, onboarding, and separation documentation
• Track employee contracts. This includes probation, confirmation and end of contracts.
• Ensure annual personal data consent form & Unga code of Ethics and conduct acknowledgement and acceptance forms are completed, signed and filed
• Maintain the highest level of confidentiality and ensure employee data protection
• Maintain and update calendars of HR events and site activities
• Submit accurate HR reports that are analyzed with useful metrics
• Assist in drafting and updating policies, procedures, process maps and documents
• Provide relevant data for payroll processing and ensure all payroll errors are resolved.
• Serve as a point of contact for HR service providers and hold them accountable to deliver as per contract commitments and service level agreements
• Support day to day management of outsourced staff and labour cost based on approved establishment
• Process invoices for payment and ensure invoice reconciliation are done on time to avoid delay in payments
• Ensure leave plans are adhered to
• Preparation of HR team meeting minutes as per the schedule
• Provide Support to employees in various HR related matters and properly handle and document complaints and grievance procedures
• Ensure issues brought forward are resolved and escalated on time.
• Collaborate seamlessly with the HR team to eliminate any gaps in the employee experience.
• Draft employee disciplinary meeting minutes and ensure all disciplinary documentation is filed.
• Administrative and coordination support of employee engagement tasks e.g. culture initiatives, team building, and other related tasks.
• Support activities around Unga’s culture code – FIRST.
• Participate in organizing site events and initiatives as guided.
• Develop 6k and Hazard spotting schedules, coordinate audits and ensure action closure
• Provide Administrative support in planning and learning initiatives
• Planning and execution of induction programs
• Preparing and releasing communication on various trainings
• Securing training venues and blocking participants calendars
• Tracking attendance of various in-house or external trainings
• Collecting and analyzing training data for reporting purposes
• Provide administrative support for performance management activities.
• Ensure employee goal sheets are up to date, signed and filed
• Ensure quarterly face to face sessions are effectively done and annual PDPs are completed, signed and filed

• Strong business acumen
• Good analytical skills and attention to detail
• Ability to deliver under pressure with minimal supervision
• Excellent communication and presentation skills
• Ability to maintain sensitive and confidential information
• Computer proficiency

• Bachelor’s Degree in human resource management or any other related discipline.
• Hands on experience in HRMIIS
• CHRP Certification and Professional Membership (IHRM).
• Good Knowledge of the Kenyan labour laws.