Senior Human Resource Assistant at International Organization for Migration (IOM)

Vacancy Number: VN/IOMSO/002/2022

Under the overall supervision of Human Resources Officer/Head of Unit and under the direct supervision of the Human Resources Officer for IOM Somalia, the incumbent will take leading role in planning, organizing and coordinating the activities of the human resource unit and administrative functions of the Mission and its sub-offices. In particular, he/she will:

Core Functions / Responsibilities:

• In coordination with HR Officer, coordinate the Human Resources Management function in the Mission including its sub offices in accordance with the Organization's policies, procedures, and practices. Assist HR Officer and the COM on interpreting and implementing IOM's HR policies, rules, and regulations, as well as standards and techniques taking into account the Mission’s activities.
• Participate in evaluation of staffing needs in the Mission for IOM positions, non-staff and Third Party Contracts/TPC, and assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Post Description, drafting and posting Vacancy Notice/Special Vacancy Notice/Call for Applications, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc.
• Carry-out and coordinate pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Health Insurance Medical Service in Panama on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.
• Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input, maintain and verify data based on approvals and supporting documentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate and coordinate prompt actions; generate, edit and review reports, contract extensions, personnel actions and other related documentation.
• Supervise and prepare the monthly payroll for IOM national staff and TPC staff and related administrative actions.
• In coordination with HR team, monitor timely preparation and renewal of all types of contracts and the administration of entitlements, including for non-staff such as consultants, interns, hourly contracts and TPC.
• In coordination with HR team, monitor attendance and leave administration; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM.
• In coordination with HR Officer, carry-out and monitor a wide range of Human Resource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.
• In coordination with HR team, prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.
• Monitor compliance with the Staff Evaluation System within Mission and advocate for timely completion of the performance management process in line with organizational deadlines. Facilitate and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
• In coordination with HR team, liaise with Finance Section on delivery of benefits/privileges to international staff in the field such as DSA, Danger Pay, rest and recuperation travel, settling grant etc.
• In coordination with HR team, plan and coordinate the organization of Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records. Participate in assessments of staff training and development needs.
• Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard and more complex inquiries and refer the most sensitive ones as appropriate.
• Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office. Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices. Provides comments on interpretation
• Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit.

1. Perform such other related duties as assigned.

Required Qualifications and Experience

Education

• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field from an accredited institution with minimum four years of relevant professional experience; or
• High School diploma from an accredited institution with minimum six years of relevant experience.

Experience

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Professional and management experience in Human Resources covering: Recruitment, Salary and Benefits Administration, Training and Development, HR Information Systems, preferably in an international organization.
• Familiarity with UN common system or similar systems.

Skills

• High level of computer literacy. Good knowledge of MS Office specifically EXCEL.
• Knowledge of PRISM (SAP) a distinct advantage.
• Attention to detail, ability to organize paperwork in a methodical way, and meet deadlines.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Mature individual, able to work independently; ability to work under pressure and with minimum supervision.
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
• Must have excellent communication skill (written and spoken).
• Strong interpersonal skill, ability to work in a diverse team, flexible and quickly adapt to new/different environment.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values-all IOM staff members must abide by and demonstrate these three values:

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains 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.

Core Competencies – behavioral indicators level 2

• 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.