SVN number:SCO/015/2013
Position title: HR Assistant I
Classification: G5/1 (IOM Salary Scale for GS staff)
Unit: Transition Initiatives for Stabilization (TIS)
Type of appointment: 6 months Special Short Term Contract with
possibility of extension
Closing date: 28th February 2013
General functions
Under the overall
supervision of the Programme Manager (PM) of the Transition Initiatives for Stabilization (TIS), Somalia
Office in Nairobi, Kenya and under the direct supervision of the Grants
Manager, the incumbent will be responsible for the coordination and
implementation of the Human Resources activities for the TIS project.
In particular he/she will:-
- Follow up on
renewal of contracts and extensions as approved by Grants Manager in
coordination with PM and the IOM-Somalia Coordination Office where necessary.
- Ensure
timely preparation and renewal of all types of contracts and personnel
actions using PRISM for national staff, interns, contract staff,
consultants, and interpreters both in Kenya and Somalia offices under TIS
- In close
coordination with the Human Resources Unit in the IOM-Somalia Coordination
Office in Nairobi, Kenya and Somalia, regularly update Personnel
Information and generates reports through PRISM HR.
- Collect CVs,
organizing and participating in short listing, preparation of interview documents
(CVs, interviews schedules, rating sheets and protocol), contacting
applicants for interviews and coordinating interview questions with HoDs,
administering written tests and conducting interviews, following up on
preparation of CAARS, conducting reference checks, sending letter of
appointments, and sending regret letters to unsuccessful candidates
- Induct new
staff and coordinate the pre-employment requirements from staff –
informing them of their selection, organizing for medical checkups,
sending medical results to Panama/Manila and informing candidates and HoDs
of medical clearance. Sending letters of offer, and all EOD paper work for
candidates to fill in, opening new files, briefing of new staff on IOM and
its activities.
- Brief staff
on their entitlements, obligation and HR policies, rules and regulations.
- Keep track
of all active staff in employment especially temp staff and separating
those whose contracts will not be renewed on PRISM.
- Responsible
for attendance records management in the TIS in Nairobi and IOM offices in
Somalia - Update all leave records and ensure that supporting documents
(Annual / Sick / R&R Leave Requests) are accurate and filed for both
national and international staff.
- Analyze
timesheets and prepare payroll for temporary staff under the TIS Project
- Monitor
medical examinations for drivers ensure that these tests are undertaken
and staffs are informed of the same in advance.
- Follow up
with IOM Panama/Manila on MSP clearance for staff and dependants under
TIS.
- Update the
MSP list – and sending to Health Claims Processing Unit (HCPU) Panama on a
monthly basis and follow up submission of Annual Dependency Forms.
- Prepare
request for payment for staff/dependants hospital bills in coordination
with HCPU – Panama and HCPU – Manila and payment requests for panel
physicians.
- Calculate
overtime payment for drivers
- Perform
other duties as may be assigned from time to time.
Desirable Competencies
Behavioral:
a) takes responsibility
with ability to work under minimal supervision,
b)manages constructive
criticism,
c) works effectively with
all clients and stakeholders
d) promotes continuous
learning; communicates clearly
e) takes initiative and
drives high levels of performance management,
f) plans work, anticipates
risks, and sets goals within area of responsibility,
g) displays mastery of
subject matter,
h) contributes to a
collegial team environment,
i) creates a respectful
office environment free of harassment and retaliation, and promotes the
prevention of sexual exploitation and abuse (PSEA),
j) incorporates gender
related needs, perspectives, and concerns, and promotes equal gender
participation,
k) displays awareness of
relevant technological solutions,
l) works with internal and
external stakeholders to meet resource needs of IOM.
Technical:
a) Effectively applies
knowledge of relevant Human Resources practices, coordinates and implements
them within existing IOM processes
b) delivers HR solutions to
the needs of IOM and the TIS project c) adapts best Human Resources practices
to the requirements of IOM and TIS project to facilitate the achievement of
strategic objectives
Desirable Qualifications
and experience
- Bachelor’s
degree in Human Resources, Social Sciences and/or related field.
- At least 5
years work experience in Human Resources handling recruitment, payroll and
benefits administration in an international organization.
- Prior
experience in usage of SAP/PRISM HR an added advantage.
- Ability to
travel to Hargeisa and/or Mogadishu
- Solid
computer skills, including proficiency in MS Office package (Office,
Excel, Power Point, Outlook), internet and Email.
- Excellent
command of spoken and written English. Knowledge of Somalia language an
advantage.
Method of Application: Interested candidates
should submit CV and a cover letter indicating the Vacancy Notice Number, with
three professional references and contacts (email or telephone) to the:
International Organization
for Migration (IOM)
Human Resources Department
Gitanga Groove, off Gitanga Road
P.O. Box 1810 – 00606
Nairobi
Human Resources Department
Gitanga Groove, off Gitanga Road
P.O. Box 1810 – 00606
Nairobi
OR Send by email to:
hrsomalia@iom.int
Only short listed
candidates will be contacted.
