Position Overview

• Pact seeks a HR Manager for the USAID-funded Strengthening Youth and Women’s Civic Participation Project. The project aims to increase collaboration, sustainability, and resilience of civil society and independent media to advance the inclusion, participation and leadership of youth and women in Sudan. The activity will apply locally led, problem-driven, adaptive approaches. This program will be starting Y2 of an anticipated five-year activity, with a dramatic shift in the operating context since the program startup in Khartoum in October 2o22. This position will be based in Nairobi, Kenya with occasional travel in the East Africa region.   
• Reporting up to the Chief of Party through the Operations Director, the HR Manager will support the day-to-day operations of the Project Office Human Resource Department. The  HR Manager will be accountable for performing and managing a wide range of HR duties including, but not limited to, tasks in the following functional areas: recruitment, compliance, record keeping, compensation, benefits, payroll and administration.  

Key Responsibilities

Recruitment and Onboarding  

• Responsible for full life cycle recruitment of job vacancies; including partnering with hiring managers, drafting job advertisements, posting jobs, screening candidates for minimum qualifications, ensuring compliance with labor laws, coordinating testing and interviews, preparing contingent offers, performing background checks, sharing information about compensation and benefits and ensuring the recruitment file is complete. 
• Responsible for developing new hire orientation to ensure staff have email address set up, have signed employment contract, are enrolled in benefits, and have reviewed Pact’s ethics policies and performance management tools.

Compliance and Record Keeping 

• Maintain country specific Employee Handbook including tracking amendments.
• Maintain accurate and complete personnel files, updating checklist and HR data as necessary. 
• Manage ADP to ensure accuracy of data.
• Track employee probation periods, advising managers of upcoming probation end dates, ensuring probation evaluation forms are complete and maintaining confidentiality of employee personal data.

Compensation and Benefits Administration  

• Assist with job descriptions ensuring they are in Pact format.
• Manage employee benefits in compliance with labor law.
• Work closely with management to coordinate the Performance Management Process in compliance with policy; including distribution and collection of documents, scheduling meetings, tracking, and reviewing forms as they are received. 
• Manage employee leave; responding to requests for leave balances, advising staff on the procedures for taking leave, following up on required documentation for taking leave or returning from leave, maintaining an accurate record of all leave, ensuring the leave trackers are updated monthly and ensuring leave carry over balances are communicated at the end of each calendar year. 
• Prepare Public Holiday calendar and send out notifications.  

Payroll 

• Prepare the monthly Payroll for review by drafting a memo that documents all the employee changes in the month (new hires, terminations, maternity leave etc.) with appropriate documentation (contract amendments etc).  
• Ensure documentation for all actions are in the personnel files. 
• Prepare final pay statement for terminating staff ensuring accuracy and compliance with policy. 
• Reconcile the payroll with previous month to ensure accuracy. 

Employee Training and Professional Development  

• Develop and deliver training to staff on new policies and activities as needed.  
• Manage staff requests for professional development and tracking documentation.
• Assist with addressing knowledge and skill deficiencies through reasonable recommendations for training.

Employee Communications  

• Prepare internal communications regarding HR issues such as amendments to the employee handbook, end/beginning year activities, performance review processes, internal job opportunities, benefits and new policies. 
• Maintain a communication board and the job board; ensure job vacancies and staff communications (CD notices, Amendments to Employee Handbook, Holiday schedule etc.) are posted/removed in a timely manner.

Employee Relations  

• Perform exit interviews. 
• Respond to employee relations issues including issues of misconduct and performance issues. Partner with management and escalate issues as necessary to the Chief of Party, Deputy Chief of Party and Senior Director, Global HR.  
• Assist with investigations into allegations as directed by Washington DC Compliance & Ethics and Human Resources.

 Compliance/Administrative

• Employee complies with all company policies and procedures, including completing all compliance training topics by the deadline to satisfy each and receiving the corresponding acknowledgment statement that the training has been completed.
• All other duties as assigned.

Basic Requirements

• Master's degree with three (3) years work experience or bachelor's degree with at least five (5+) years work experience.
• At least one (1+) year management experience.
• HR generalist with knowledge of HR best practices and prior experience in all functional areas of human resources (comp & benefits, talent acquisition, employee relations, performance management, compliance etc.).
• Knowledge and experience in the enforcement of labor laws.
• Excellent written and verbal professional communication skills in English. 
• Autonomous with the ability to identify challenges and take initiative, prioritize, organize work efficiently.
• Ability to solve problems in a logical manner.
• Prior experience working with US International NGO.
• Understanding of confidentiality as it relates to HR activities.
• Viewed as a trusted advisor who is fair and consistent in decision making. Ability to balance being an employee advocate with country office needs.

Preferred Qualifications

• Knowledge of USAID rules and regulations
• Prior experience with ADP