International Organization for Migration Senior Human Resources Assistant Jobs in Kenya

International Organization for Migration Senior Human Resources Assistant Jobs in Kenya

Context:

Under the overall supervision of the Head of Resources Management and direct supervision of the Human Resources Officer in Nairobi Support Office and, in collaboration with relevant units at Headquarters and the Administrative Centres, the
successful candidate will take leading role in planning, organizing and coordinating the activities of the human resources unit and administrative functions of the Mission and its sub-offices. In particular he/she will;

Core Functions / Responsibilities:

In coordination with the HR Officer, coordinate the Human Resources Management function in the mission including its sub-office in accordance with the Organization’s policies, procedures and practices. Assist HR Officer and COM on interpreting and implementing IOM’s policies, rules and regulations, as well as standards and techniques taking into account the
Mission’s activities.

Participate in evaluation of staffing needs in the Missions and assist in coordination of recruitment processes (staff and non-staff positions),

IOM is committed to a diverse and inclusive work environment. Internal candidates are
eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are
considered as first-tier candidates. including but not limited to, providing guidance to hiring managers on preparation of Post Descriptions, drafting and posting Vacancy Notice/Special Vacancy Notice/Call for Applications, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc.

Carry-out and coordinate pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Health Insurance Medical Service (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.

Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input, maintain and verify data based on approvals and supporting documentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate and coordinate prompt actions; generate, edit and review reports, contract extensions, personnel actions and other related documentation.

Facilitate the preparation of monthly payroll and payment of staff and non-staff and related administrative actions.

In coordination with HR team, monitor timely preparation and renewal of all types of contracts and the administration of entitlements, including for non-staff such as consultants, interns, hourly contracts and TPC.

In coordination with HR team, monitor attendance and leave administration; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM.

Carry-out and monitor a wide range of Human Resource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.

Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; create and maintain a systematic way to archive Human Resources documents (electronic and hard copies). Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.

Monitor compliance with the Performance Evaluation System and advocate for timely completion of the performance management process in line with organizational deadlines; follow-up with staff and supervisor as

needed; facilitate compliance by providing technical guidance on the use of the system.

In coordination with HR team, liaise with Finance Unit on delivery of benefits/privileges to international staff in the field such as DSA, Danger Pay, rest and recuperation travel, settling grant etc.

Plan and coordinate the organization of Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records. Participate in assessments of staff training and development needs.

Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard and more complex inquiries and refer the most sensitive ones as appropriate.

Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office. Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices. Provides comments on interpretation.

Participate in inter-agency Human Resources related working groups as assigned.

Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit.

Perform other related duties as assigned.

Required Qualifications and Experience

Education

Bachelor’s degree in Human Resources, Business Administration, Psychology or related field from an accredited institution with minimum of four years of relevant professional experience; or

High School diploma with six years of relevant experience.

Experience

Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage;

Professional and management experience in Human Resources covering: Recruitment, Salary and Benefits Administration, Training and Development, HR Information Systems, preferably in an international organization.

Familiarity with UN common system or similar systems.

Skills

High level of computer literacy. Good knowledge of MS Office specially EXCEL.

Knowledge of HR information system (SAP, Oracle, etc.) a distinct advantage.

Attention to detail, ability to organize paperwork in a methodological way, and meet deadlines;

Discreet, details and client-oreinted, patient and willingness to learn new things;

Mature individual, able to work independently; ability to work under pressure with minimum supervision;

High level of computer literacy. Good knowledge of MS Office specially EXCEL.

Knowledge of HR information system (SAP, Oracle, etc.) a distinct advantage.

Attention to detail, ability to organize paperwork in a methodological way, and meet deadlines;

Discreet, details and client-oreinted, patient and willingness to learn new things;

Mature individual, able to work independently; ability to work under pressure with minimum supervision;

Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.

Strong interpersonal skill, ability to work in a diverse team, flexible and quickly adapt to new/different environment.

Languages

For all applicants, fluency in English and Kiswahili are required (oral and written).

Desirable

Fluency in Somali is an advantage.

How to Apply

Interested candidates should submit CV and a cover letter indicating the Special Vacancy Notice Number (SVN No.), Position Title and the Duty Station with three professional referees and their contacts (both email and telephone) to: recruitmentsomalia@iom.int

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