Human Resources Clerk at International Organization for Migration (IOM)

Core Functions / Responsibilities:

• Provide assistance in the recruitment process in Mission in various stages, including assist carrying out reference checks for short-listed candidates, arrange orientation session for new incoming staff, and assist coordinating e-mail creation of new staff.
• 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 physically, ensure files are updated. Keep the confidentiality of all data/records and ensure safe custody of all files.
• Coordinate on casual contract (hourly and daily rate) for all units from review the request and documents, issuance of contract, maintain database updates, up to necessary separation process.
• Follow up Mission’s compliance on mandatory trainings, maintain 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.
• Assist arrangement for Internship in Mission from recruitment, contract issuance, record keeping, coordinate monthly stipend, attendance record, up to separation process.
• Assist HR team in maintaining and updating Staff Database and Organigrammes.
• Assist following up with staff on any compulsory documents or any other important information needed from staff in the unit.
• Computation of payments and prepare payment request as needed in HR unit
• Draft letters for UN ID issuance and for other purposes as required
• Undertake all other duties as may be assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree in Economy Management, Human Resources or Business Administration, 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

Fluency in English both written and spoken. Working knowledge of Somali and Swahili is an advantage.