Human Resource Intern at International Organization for Migration (IOM)

Context:

The Human Resources Department undertakes a support function in the operational and programming activities of the IOM Somalia. 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 Unified Staff Regulations and Rules and related policy instructions and guidelines.

Under the overall supervision of the Senior Resource Management Officer in Nairobi Support Office, and the direct supervision of the Senior Human Resources Assistant, the incumbent will provide support to the Human Resources team. In particular s/he will:-

Core Functions / Responsibilities:

1. Assist in recruitment process for National staff, particularly:

• Collect the CVs related to the announced position informing by calling or sending email to short listed applicants on interview dates and timings.

• Preparation and sending out to the relevant panel the interview schedule on time

• Ensuring that all relevant materials pertaining the actual interview are prepared and photocopied prior to the interview.

• Administering practical skills tests/exams as required.

• After clearance by the HR Assistants, ensure that regret letters have been sent to the unsuccessful candidates.

1. Maintain records on staffing in Nairobi and Somalia including consultants, interns and daily rate staff. Open files for all newly hired staff, maintain the HR filing system and ensure all files are updated with the right documents and ensure safe custody of all the files.

2. Assisting in the following;

• Filling in the Stationery Requisition form and/or a Purchase Order form to obtain stationery or other office material/equipment from the IOM store (COS department).

• Requesting and preparing training logistics in coordination with the responsible HR Assistant.

• Following up from staff on any compulsory documents or any other important information needed from staff in the department.

• Computation of payments for service providers as needed in the department.

1. Preparation of general letters/documents for staff under the guidance of the HR Assistants.

2. Sending out timesheets at the end of every month for all staff to update and ensure each person returns their signed timesheet for proper record keeping

3. Prepare all mail to be sent to Health Claims unit in Panama and Manila and keep records for future reference

4. Perform any other duties as may be assigned.

   Required Qualifications and Experience

   Education

• University degree in Human Resources Management, Business Administration, Social Sciences or a related field from a recognized institution. Master’s degree will be an added advantage.

Experience

• Demonstrated proficiency with Microsoft Office applications, including Excel, PowerPoint, Good knowledge of information technology and proficiency in Microsoft Office applications especially Excel, Word, PowerPoint and Outlook.
• Prior work experience in a busy HR office in a similar capacity.
• Must be well organized, mature individual, able to work independently, paying attention to detail and meets deadlines
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities
• Ability to work under pressure and with minimum supervision
• Strong interpersonal skills and ability to work as part of a diverse team.
• Flexible and able to adapt quickly to new, different environments.

Languages - Fluency in English is required.

Required Competencies

Behavioural

• Accountability – takes responsibility for action and manages constructive criticisms
• Client Orientation – works effectively well with client and stakeholders
• Continuous Learning – promotes continuous learning for self and others
• Communication – listens and communicates clearly, adapting delivery to the audience
• Creativity and Initiative – actively seeks new ways of improving programmes or services
• Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
• Performance Management – identify ways and implement actions to improve performance of self and others.
• Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility;
• Professionalism - displays mastery of subject matter
• Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.
• Technological Awareness - displays awareness of relevant technological solutions;

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.