REPORTING TO:  OPERATIONS DIRECTOR

We are Human Resource company in Kenya providing talent solutions across the region with diverse experience working with cross cultural teams and organizations. We are looking for an Operations Manager - HR to join our great team in Nairobi.

JOB PURPOSE

The position's primary responsibility is ensuring organizational effectiveness by providing leadership in the outsourcing function and timely implementation of all the Service level agreements as per company processes. The position acts as the liaison between the organization and the clients and the individual must have solid understanding of HR operations and the employment laws.  The position is also responsible for handling complex HR operations activities, maintaining harmonious Employee Relations and meeting the Client’s service level Agreements. The position is responsible for delivering excellent customer service to all the Clients that have outsourced their employees and to all the outsourced staff. The position holder must supervise the team effectively and communicate the deliverables and follow through to ensure speedy timely and quality delivery as per the strategic expectations of this function.

DUTIES AND RESPONSIBILITIES

General Operations

• To manage any new outsourcing accounts so that they settle as per service level agreements.


• Attend all operations meeting on client sites and manage implementing of meeting outcomes. 


• Responsible for developing relevant standard operating procedures for in-house and outsourced accounts for all in the department  


•  Responsible for reviewing and updating processes and policies in support of organizations mission and vision.


• Play a significant role in long-term planning, including an initiative geared toward operational excellence.


• Overseeing the end-to-end recruitment activities within the organization as per company policy especially for the outsourced staff.


• Conducting new employee orientations and employee relations counseling


• Creating and revising job descriptions for outsourced staff in alignment with company overall strategy.


• Responsible for ensuring that all HR Operations align with the employment laws.


•  Responsible for supporting management reporting, information flow and management, business process and organizational planning.


• Contributing to increase the effectiveness and efficiency of Support Services (HR, IT and Finance), through improvements to each function as well as coordination and communication between support and business functions.


• Management of agency budget in coordination with the HR Operations Director.


• Regular meetings with HROD for update and general briefing while flagging important employee relations issues.


• Supervise and coach Operations staff on general operation procedures.


• Assess training needs in operations to apply and monitor training programs.


• Track Health and safety issues raised by the outsourced staff and ensure compliance.


•  Ensure tact and influence at a personal level to achieve maximum results particularly when dealing with the client and the outsourced staff while advising with relevant legislation, policy and procedure.

Outsourced account management

• To advise on all employee relations matters (ensuring problems are dealt with speedily and at the lowest possible level in accordance with the laid-out policies) including discipline, capability, grievance, absence, redundancy, appraisal, harassment etc. and where necessary to attend formal hearings.


• Ensuring the organization is compliant with the Laws of Kenya (labor laws) and other international regulatory standards in all its outsourcing activities.


• Acting as the principal spokesperson of the company – clients’ site.


• Directing and monitoring external business partnerships to foster a positive corporate image and build good relations with the external stakeholders.


• Responsible for WIBA management application and renewal for all outsourced and ensuring all positions have been covered and providing a monthly analysis of all positions covered for all outsourced accounts and those not covered while following up on all claims with the respective service providers. Renewal process must be activated one month before policy expiry date.


• Manage, monitor and analyze data on turnover, attendance, leave and off- duty for the outsourced employees and provide recommendations for future action.


• Identify the outsourced staff training needs and provide appropriate cost-effective solutions.


• Manage all recruitment, selection and employee administration activities of outsourced staff and recommend cost effective retention strategies.


• Determine and coordinate company reporting and communication requirements effectively.


• Developing, Coaching, Inspiring and evaluating employees to achieve highest levels of performance.


• Leading business performance reviews in consultation with HROD in all the key areas at Flexi Personnel.

Customer Excellence and communication

• Lead in implementation of customer excellence and communication activities in the operations department.


• Managing an effective communication with the HROD and the Teams and all other stakeholders.


• Presenting weekly reports for in liaison with the respective Line Managers


• Managing external business relationships in line with corporate objective


• Drive the HR operations unit to ensure an increase in business performance, sales, customer service and profitability.


• Determining and coordinating communication requirements internally and externally.


• Handling ad-hoc assignments basis as may be called upon from time to time.


• Master working remotely with Clients and Staff to deliver Customer service Excellence on all KPI and deliverables.

Financial

• Contribute to the project budgeting and planning process for the organization's annual in liaison with the Accountant and the HROD.


• Develop and manage annual departmental budget.


• Responsible for Ensuring all departmental targets are achieved.

MINIMUM REQUIRED QUALIFICATIONS

• Bachelor’s degree in human resource management, Business Administration, or a related field.


• At least 5 years of experience in HR operations, with a focus on employee relations, recruitment, and compliance with employment laws.


• Proven experience in managing outsourcing accounts and handling complex HR operations.


• In-depth understanding of HR operations and employment laws, particularly within Kenya.


• Strong leadership and team management skills.


• Excellent communication and interpersonal skills to effectively liaise between the organization and clients.


• Proficiency in developing and implementing standard operating procedures.


• Competence in managing budgets and financial planning related to HR operations.


• Proficient in HR software and Microsoft Office Suite.

Other Requirements:

• Demonstrated ability to handle sensitive employee relations issues with tact and influence.


• Strong organizational and problem-solving skills.


• Ability to work effectively in a fast-paced, dynamic environment.


• Commitment to maintaining high standards of customer service and operational excellence.

All applicants are advised to adhere to the application guidelines for consideration. Only shortlisted candidates will be contacted.

NB: Flexi Personnel does not charge candidates for job placement.