Human Resource Assistant at International Organization for Migration (IOM)

Vacancy Number: VN/IOMSO/002/2023

Under the overall supervision of the Head of Human Resources Unit of IOM Somalia and under the direct supervision of the Human Resources Officer (HRO) in Nairobi, the HR Assistant will perform routine and specialized Administrative and Human Resources tasks. Key objectives of the role include ensuring administrative and personnel accountability and implementing clear, efficient procedures for routine processing tasks. In particular, he/she will perform below responsibilities.

Core Functions / Responsibilities:

• Involve in recruitment process for staff and non-staff, draft vacancy, shortlist of applications, arrangement of interviews and tests, reference checks, participate as a panel member for the interview. Arrange the job-offer and onboarding process, including medical clearance, security vetting, process ID card, etc.
• Keep track of all active staff in employment and perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; Monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions, and other related documentation.
• Ensure that each staff/non-staff is registered on the Biometric Time and attendance system. Perform the role of Time-keeper in PRISM; maintain, update all attendances, overtime/compensatory leave, and reconcile all leave types quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in PRISM.
• Support to HR process of separation, classification, reclassification, and promotion processes by collecting necessary documentation, drafting forms, making basic calculations, obtaining approvals and coordinating with relevant units in the Regional Office and Administrative Centers.
• Create, update, and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
• Assist coordination with Occupational Health Unit (OHU) for Medical Service Plan (MSP) application and participation. Assist medical/evacuation case and coordinate with Insurance company as necessary including process payment for staff/dependents hospital bills in coordination with OHU.
• Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
• Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
• Take part in performance evaluation HR Agent of the mission, assist staffs and supervisors on the requirement, maintain reporting lines.
• Respond to general inquiries regarding Human Resources policies, instructions, and procedures.
• Perform 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 academic institution with minimum of two years of relevant professional experience; or
• High School diploma from an accredited academic institution with four years of relevant experience.

Experience

• Experience in Human Resources management covering recruitment, salary and benefits administration, performance management, training and development, and HR Information System (HRIS).
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook; previous experience in HRIS is a distinct advantage.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, detail and client-oriented, patient and willingness to learn new things.
• Well organized, mature individual, able to work independently, and meet deadlines.
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
• Must have excellent communication skills (written and spoken).
• Ability to work under pressure and with minimum supervision;
• Strong interpersonal skill, ability to work in a diverse team, flexible and quickly adapt to new/different environment.