People & Culture, Administration & Liaison Officer

World Vision Kenya is a humanitarian and social development organization founded in 1974. It operates in Nairobi, Kenya, focusing on various community development initiatives aimed at improving the lives of vulnerable children and communities.

The People & Culture, Administration & Liaison Officer at World Vision Kenya is a pivotal role responsible for supporting the People & Culture (P&C) department across various functions. This includes building the capacity of P&C officers, particularly in sourcing and recruitment procedures, and training managers on the effective use of HR systems. The officer will ensure that all recruitment processes adhere to the highest standards and that staff data is accurately maintained for workforce planning. A key aspect of the role is to serve as a center of expertise in recruitment, staff performance management, and learning & development, while also providing comprehensive P&C support to new expansion areas until substantive officers are recruited.

1. Build capacity of P&C officers in sourcing and recruitment procedures to ensure standardization.
2. Train managers on the effective use of HR systems for recruitment processes.
3. Ensure all recruitment processes are conducted to the highest standards.
4. Educate Base P&C officers on maintaining accurate staff data in the system for workforce planning.
5. Capacity build recruitment committees/panels on appropriate template usage and best practices.
6. Act as a center of expertise for recruitment, staff performance management, and learning & development.
7. Provide full P&C support to new expansion areas as a stopgap until substantive officers are recruited.
8. Negotiate job offers with selected candidates within specified limits and issue contracts.
9. Initiate the Workday Ready to Hire process and associated paperwork.
10. Coordinate with Zonal teams to ensure appropriate orientation/on-boarding support for new hires.
11. Utilize the Workday recruitment tool efficiently for consistent and accurate data entry and management.
12. Maintain current knowledge of applicable laws, regulations, and trends in recruitment, as well as WV Sudan organizational policies.
13. Conduct recruitment responsibilities in a professional, service-oriented, ethical, and cost-effective manner.
14. Consolidate and update a recruitment tracker and share with the supervisor.
15. Ensure an effective recruitment process with no gaps.
16. Manage and ensure all recruitment needs are handled by P&C.
17. Develop and maintain multiple channels and networks to build diverse sourcing pools.
18. Proactively identify and develop effective sourcing strategies.
19. Source potential candidates on platforms like LinkedIn and DevEx, and create advertisements and job postings.
20. Ensure adherence to compliance standards, including background checks and police clearance.
21. Conduct needs assessments and design learning and development strategies aligned with WV Sudan's strategic priorities.
22. Collaborate with the Supervisor to create an office-wide learning & development plan and budget based on the 70.20.10 model.
23. Build partnerships with external stakeholders for innovative learning and development programs.
24. Oversee the timely implementation, monitoring, and reporting of learning and training activities.
25. Work closely with Managers to coordinate learning & development investments and prevent gaps or duplication.
26. Oversee the evaluation of learning & development programs to ensure impact and capture lessons learned.
27. Prepare periodic learning and development reports for staff and management.
28. Provide expert guidance to managers and staff on appropriate learning resources for competency/skill gaps.
29. Develop and implement capacity building initiatives supporting internal succession plans.
30. Oversee the selection and supervision of external technical resources for learning programs.
31. Rigorously monitor the completion of mandatory courses and provide guidance.
32. Draft internal guidance documents and standard operating procedures for learning administration.
33. Facilitate and coordinate the delivery of training/workshops/staff retreats, and train others as needed.
34. Advise line managers and staff on the effective application of learning policies and tools.
35. Provide career counseling to staff members as needed.
36. Coordinate World Vision Sudan's performance management program, including communications, training, and monitoring.
37. Design and implement Performance Management training and orientation programs for employees and line managers.
38. Prepare an orientation package on Performance Management for all new staff.
39. Contribute to the design and implementation of effective Recognition Programs to reward staff performance.
40. Provide leadership in the management of effective leadership programs.
41. Coordinate, plan, and co-implement initiatives towards organizational vision, mission, strategy, and employee engagement outcomes.
42. Follow up on employee engagement implementation and reporting.
43. Coordinate all stakeholders to plan and forecast for hiring needs.
44. Support leaders in creating Diversity Sourcing and Recruitment Strategies for specialized contexts.
45. Develop, build, and maintain relationships with national office and Zonal P&C teams.
46. Attend client meetings and brief staff on sourcing and recruiting efforts.
47. Keep P&C leadership updated on possible staffing needs and upcoming projects.
48. Provide relevant reports related to recruitment, diversity, and staff engagement to leadership.
49. Maintain strong talent pipelines based on client needs, with a focus on timely operational support.
50. Liaise with the EARO Admin team for proper maintenance of the WV Sudan Nairobi Office.
51. Ensure proper maintenance and supply of water and electricity to the office and team house.
52. Raise Purchase Requisitions for Office and Team House supplies and ensure regular replenishment.
53. Create a distribution plan for daily, weekly, and monthly tracking and efficient service delivery.
54. Ensure water supply, power back-up, and internet are running smoothly in the team house.
55. Liaise with the Government Relations and Protocol Coordinator to facilitate IAs and visitors’ Visas.
56. Send guest and security briefers, ensuring they are updated regularly for each incoming guest.
57. Reserve accommodation for incoming guests in the Team House or WV Sudan preferred hotels.
58. Send confirmation of all bookings to guests, including hotel name, contact, and cost.
59. Arrange airport pickup and drop-off for international guests and follow up to ensure timeliness.
60. Liaise between WV Sudan and the contracted travel agency to guide communications and operations.
61. Make travel reservations and tickets for staff in liaison with the travel agent.
62. Ensure proper support to the National Director on all travel plans and itinerary management.
63. Liaise with the Regional Office to optimize the National Director's local benefits support.
64. Perform any other duties as assigned by the P&C Manager, Sr Admin & Support Services Manager, or their designate.

1. Bachelor’s degree in Human Resources, Business Administration, or an equivalent field.
2. Extensive experience utilizing behavioral interviewing techniques, such as Targeted Selection.
3. Solutions-oriented with strong problem-solving and follow-up skills.
4. A self-starter capable of finding the best candidates for positions with minimal supervision.
5. A strong team player and collaborator, effective in networking across all work levels, both internal and external.
6. Strong interpersonal, negotiation, and communication skills, both written and oral.
7. A proven track record of providing exceptional customer service.
8. Experience in planning and forecasting workforce staffing needs, including pipelining.
9. Demonstrated computer literacy, including experience tracking recruitment metrics and developing strategies to improve outcomes.
10. Expertise in advanced internet searching, candidate research, and cold-calling.
11. Confidence in advising and partnering with business partners, hiring managers, and other stakeholders.
12. Minimum of 2 years’ work experience, preferably in both the INGO and for-profit sectors.
13. 3 years’ experience in recruitment, especially in fragile contexts.
14. Proven knowledge of common HR policies and the ability to apply problem-solving skills in a cross-cultural environment.
15. At least 3 years’ experience in full-cycle recruiting, sourcing, and employment branding, much of it within a global or multi-cultural context.
16. Demonstrated ability to extensively use creative sourcing tools and networking skills to connect with talent across different professions.
17. Successful skills and ability to prioritize effectively and manage multiple projects in a fast-paced and ever-changing multinational organization.
18. The ability to operate effectively within a geographically dispersed organization.
19. Extensive customer service experience serving or supporting an international or global workforce.
20. A deep understanding and passion for recruitment, aware of the latest trends and global talent market.
21. Strong Business Ethics and values.
22. Proficiency in Microsoft Office and MS Teams.