Vacancy Notice:
IOMKE/VN/35/2013
Position Title: Human
Resources Clerk
Position Grade:
G3
Seniority band:
Band IV
Job family:
Support
Organizational
unit: Human Resources Department
Position number:
n/a
Position rated:
Yes
Subject to
rotation: no
Reporting
directly to: Sr Human Resources Assistant
Overall
Supervision by: Human Resources Officer
Managerial
responsibility: None
Directly
reporting staff: None
II.
Organizational Context and Scope
Established in
1951, IOM is the leading inter-governmental organization in the field of
migration and
works closely
with governmental, intergovernmental and non-governmental partners.
IOM is dedicated
to promoting humane and orderly migration for the benefit of all. It does so by
providing services and advice to governments and migrants.
The Human
Resources Department undertakes a support function in the operational and
programming activities of the IOM Regional Coordination Mission in Nairobi.
The department’s
functional activities include implementing human resources management policies
to support the Mission’s strategy and the organization's structure through the
recruitment, retention, evaluation and professional development of competent and
motivated staff, maintaining conditions of service, benefits and entitlements
and ensuring adherence to the established Staff Regulations and Rules and
related policy instructions and guidelines.
III.
Responsibilities and Accountabilities
·
Under the overall supervision Human Resources Officer and the
direct supervision of the Sr. Human
·
Resources Assistant, the incumbent’s responsibilities will
include the following
·
Open files for all newly hired staff, maintain the current HR
filing system, ensure all files are updated with the right documents and ensure
safe custody of all the files.
·
Undertake regular checks in all the staff personal files to
ensure that the files are updated.
·
Follow up from staff on any pending and yearly compulsory
documents required.
·
Responsible for the archival process of old files as per IOM
regulations.
·
Prepare payments for all HR related medical outpatient bills
with supporting documentation.
·
Assist in preparing payments and supporting calculations for all
Oncall staff i.e. Childminders, translators, casual staff as required and in
the absence of the HR Assistant I.
·
Responsible for handling any queries regarding the payments in
the absence of the HR Assistant I.
·
Prepare Overtime calculations for Drivers in coordination with
the Sr HR Assistant
·
Responsible for preparing Purchase orders and Stores Requisition
forms required in the department in coordination with the Sr HR Assistant
·
Responsible for distributing and issuing approved contracts to
staff and following up to ensure the signed copies are received and filed on
time.
·
Prepare Friday mail pouch to Manila/Panama/Geneva
·
Update, keep track of progress of submission of Security
Training Certificates (BSTIF and ASITF).
·
Prepare all MSP cards for all National staff under the MSP
cover.
·
Prepare job IDs for new staff and any current staff as required
using the ID machine.
·
Coordinating the EOD, Exit, PME and DAE exams in coordination
with the Sr HR Assistant.
·
Responsible for distribution of payslips to all local staff.
·
Responsible for distribution of the monthly timesheets to all
staff in Kenya and following up on submission of the signed copies from the
staff.
·
Assist in contacting all short listed applicants for interviews,
coordinating room availability and distributing the interview schedule, ensure
that all interview related material is available, administering practical
skills test when required.
·
Assist in coordinating all logistical preparation and
coordination of training and events that involves the HR department and ensure
smooth running.
·
Coordinating the weekly Medical and Duty Officer rosters.
·
Assist in preparing general staff letters relative to HR in
coordination with the SR HR Assistant.
·
Maintain and update the HR file with all updated General
Instructions, General Bulletins and any other HR related information updates
·
Perform any other related tasks as may be assigned from time to
time
IV. Competencies
The incumbent is
expected to demonstrate the following technical and behavioural competencies.
Behavioural
·
Accountability
·
Accepts and gives constructive criticism
·
Follows all relevant procedures, processes, and policies
·
Meets deadline, cost, and quality requirements for outputs
·
Monitors own work to correct errors
·
Takes responsibility for meeting commitments and for any
shortcomings
Client
Orientation
·
Identifies the immediate and peripheral clients of own work
·
Establishes and maintains effective working relationships with
clients
·
Identifies and monitors changes in the needs of clients,
including donors, governments, and project beneficiaries
Continuous
Learning
·
Contributes to colleagues' learning
·
Demonstrates interest in improving relevant skills
·
Demonstrates interest in acquiring skills relevant to other
functional areas
·
Keeps abreast of developments in own professional area
Communication
·
Actively shares relevant information
·
Clearly communicates, and listens to feedback on, changing
priorities and procedures
·
Writes clearly and effectively, adapting wording and style to
the intended audience
·
Listens effectively and communicates clearly, adapting delivery
to the audience
Creativity and
Initiative
·
Proactively develops new ways to resolve problems
Leadership and
Negotiation
·
Convinces others to share resources
·
Presents goals as shared interests
Performance
Management
·
Provides constructive feedback to colleagues
·
Provides fair, accurate, timely, and constructive staff
evaluations
·
Uses staff evaluations appropriately in recruitment and other
relevant HR procedures
Planning and
Organizing
·
Sets clear and achievable goals consistent with agreed
priorities for self and others
·
Identifies priority activities and assignments for self and
others
·
Organizes and documents work to allow for planned and unplanned
handovers
·
Identifies risks and makes contingency plans
Professionalism
·
Effectively applies knowledge of relevant Human Resources
theories and practices, and recognizes their application within existing IOM
processes
·
Delivers Human Resources solutions customized to the needs of
IOM
·
Masters subject matter related to responsibilities
·
Identifies issues, opportunities, and risks central to
responsibilities
·
Incorporates gender-related needs, perspectives, and concerns,
and promotes equal gender participation
·
Persistent, calm, and polite in the face of challenges and
stress
·
Treats all colleagues with respect and dignity
·
Works effectively with people from different cultures by
adapting to relevant cultural contexts
·
Knowledgeable about and promotes IOM core mandate and migration
solutions
Teamwork
·
Actively contributes to an effective, collegial, and agreeable
team environment
·
Contributes to, and follows team objectives
·
Gives credit where credit is due
·
Seeks input and feedback from others
·
Delegates tasks and responsibilities as appropriate
·
Actively supports and implements final group decisions
·
Takes joint responsibility for team's work
Technological
Awareness
·
Learns about developments in available technology
·
Proactively identifies and advocates for cost-efficient
technology solutions
·
Understands applicability and limitation of technology and seeks
to apply it to appropriate work
Technical
·
Effectively applies knowledge of IOM procedures, guidelines,
practices and instructions in day to day work
V. Education and
Experience
·
Completed Secondary School certificate with a diploma in Human
Resources, Business Administration or related field from a recognized
institution;
·
3 years working experience in general administration, i.e.
filing, encoding data, sorting data or a similar capacity preferably with an
International Organization;
·
Prior experience in usage of HR Information Systems or Database
required – knowledge of SAP an added advantage
·
Solid computer skills, including proficiency in MS Office
Packages (Office, excel, Power point, outlook) internet and E-mail
·
Strong interpersonal and intercultural skills with proven
ability to work effectively and harmoniously with a team of colleagues.
·
Mature individual, able to work independently under pressure,
able to maintain accuracy, paying attention to details, meeting deadlines and
working with minimal supervision.
VI. Languages
Required: Fluency
in both written and spoken English and Kiswahili.
Mode of
Application:
Submit cover
letter and CV including daytime telephone and e-mail address to:-
International
Organization for Migration (IOM),
Human Resources
Department,
P.O.Box 55040 –
00200,
Nairobi, Kenya
or send via
e-mail to hrnairobi@iom.int
Closing Date:
25th November, 2013
Only shortlisted
applicants will be contacted
