Human Resources Assistant

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Human Resources Assistant

Vacancy Number: SVN/IOMSO/022/2024

Duty Station: Nairobi, Kenya (IOM Somalia)

Classification: General Service Category, Grade G3

Type of Appointment: Special Short Term, six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 19 August, 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

Context:

Under the overall supervision of Human Resources Officer and direct supervision of Senior Human Resources Assistant in Nairobi, the Human Resources Assistant will provide assistance in human resources activities for Mission Somalia. S/he will be working in close coordination with all RMU and projects/operational units, and other staffs in the mission.

Core Functions / Responsibilities:

1. Provide assistance in the recruitment process of staff and non-staff in Mission in various stages, including assist administering practical skills tests/exams as required, carrying out reference checks for short-listed candidates, assist background checking (clear check and employer reference), assist with regret e-mail/letter to unsuccessful candidates, arrange orientation session for new incoming staff, and assist coordinating e-mail creation of non-staff.
2. Keep record of activities performed by HR unit in coordination with HR team. Create and maintain personnel files (contracts, Personnel Actions (PAs), personal data, supporting documents, etc.) of staffing in Nairobi and Somalia including of non-staff (consultants, interns, casual work, and Third-Party Contract). Maintain unit filing system electronically and necessary physical files, ensure files are updated. Keep the confidentiality of all data/records and ensure safe custody of all files.
3. In coordination with HR focal point, assist on casual contract (hourly contracts) for the assigned units; Assist in reviewing the request and documents, issuing contract, maintaining database updates, up to necessary separation process.
4. Follow up Mission’s compliance on mandatory trainings, assist maintaining the database record and updating the certificates in each personnel files (softcopy/hardcopy). Provide logistic support and assistance in arranging staff training and learning events in Mission and maintain the record.
5. In coordination with HR focal point, assist with requirements and guidance for completing the UNLP applications, review the applications and submit to DHR Geneva for approval and onward submission to UN Geneva for the UNLP issuance.
6. Assist following up with staff and non-staff on any compulsory documents or any other important information needed from staff and non-staff.
7. Assist computation of payments and prepare payment request as needed in HR unit.
8. Draft letters for any purposes as required.
9. Undertake all other duties as may be assigned

Required Qualifications and Experience

Education

• Bachelor’s degree in Economy Management, Human Resources or Business Administration, from an accredited academic institution, with one year of relevant working experience, or
• Completed High School degree from an accredited academic institution, with three years of relevant professional experience

Experience

• Prior work experience in a busy HR office in a similar capacity.
• Good knowledge of Human Resources or Management.
• Familiarity with UN and IOM working environment is a distinct advantage.

Skills

• Demonstrated proficiency with Microsoft Office applications, including Excel, Power Point; Good knowledge of information technology;
• Must be well organized, mature individual, able to work independently, paying attention to detail and meets deadlines;
• Must have excellent communication skills; writing skill;
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities;
• Ability to work under pressure and with minimum supervision;
• Strong interpersonal skill and ability to work as part of a diverse team;
• Flexible and able to adapt quickly to new, different environments.

Languages

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

Required Competencies

Values

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintain high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent, and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected, and fairly treated.

Core Competencies – behavioural indicators level 1.

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge continuously seeks to learn, share knowledge, and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.