Human Resources Officer at International Organization for Migration

Classification : Professional Staff, Grade P3

Type of Appointment : Fixed term, one year with possibility of extension

Estimated Start Date : As soon as possible

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

• Internal candidates
• Candidates from the following non-represented member states:

Antigua and Barbuda; Cabo Verde; Comoros; Cook Islands; Cuba; Djibouti; Fiji; Gabon; Grenada; Guinea-Bissau; Guyana; Holy See; Iceland; Kingdom of Eswatini; Kiribati; Lao People's Democratic Republic (the); Latvia; Libya; Marshall Islands; Micronesia (Federated States of); Montenegro; Namibia; Nauru; Palau; Papua New Guinea; Saint Kitts and Nevis; Saint Lucia; Saint Vincent and the Grenadines; Samoa; Sao Tome and Principe; Seychelles; Solomon Islands; Suriname; The Bahamas; Timor-Leste; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the overall supervision of the Head of IOM Kenya Country Office (KCO) and direct supervision of the Senior Resources Management Officer (SRMO), and in close collaboration with the Human Resource Management (HRM) units at Headquarters (HQ), Manila Administrative Centre (MAC) and Panama Administrative Centre (PAC), the successful candidate will be responsible and accountable for managing the Human Resources functions of IOM KCO.

Core Functions / Responsibilities:

Unit Management

• In coordination with the SRMO, oversee the Human Resources Management function in IOMKCO including its Sub-Offices in accordance with the Organization's policies, procedures and practices. Advise the SRMO and the Head of IOM KCO on interpreting and applying IOM's Human Resources (HR) policies, rules and regulations, as well as standards and techniques taking into account the Country office (CO)’s activities.
• Supervise and monitor the work of the HR staff in carrying out all human resources administrative transactions, including preparation of personnel actions, updating PRISM HR, and processing of contracts. Conduct the SES appraisals of directly reporting staff.
• Liaise with external IOM partners as well as with other IOM Country Offices as necessary.

HR Support to the Regional Office for East and Horn of Africa

• Provide HR technical support to the Regional Office (RO) and the East and Horn of Africa Region as required.

PRISM HR Administration (IOM’s system for HR administration)

• Maintain the mission’s PRISM HR module and keep its information up to date. In coordination with PAC - Field Personnel Support Unit (FPSU) and the RO, coordinate and implement new salary scales. Monitor and ensure effective administration of the PRISM HR Organizational Management module.
• Maintain the personnel files and attendance records of national staff correctly and in line with organizational standards.
• Supervise the preparation of the monthly payroll for national staff and related administrative actions.

HR Policy and Advisory

• Assist with roll-out and implementation of new policies, instructions and procedures within IOM KCO.
• Implement personnel policies and procedures for the national staff. Ensure that the CO’s HR processes and actions (including, inter alia, selection, recruitment, retention, professional development and training activities, separation and end-of-contract duties) remain consistent with the relevant IOM policies and procedures. Advise and support staff and managers on HR matters.
• Oversee the contractual situation and the administration of entitlements of local staff(including, inter alia, health insurance and Compensation Plan (CP) inclusion, step increases, family allowances, etc.) as well as requests for promotions, recruitment, separation, etc.
• Liaise with HQ and the Finance Section on delivery of benefits/privileges to international staff in the field such as, Danger Pay, Health Insurance/ Medical Service Plan (HI/MSP), educational grant, home leave, rental subsidy, etc., and the administration of rest and recuperation travel.
• In coordination with The Office of Legal Affairs (LEG) and PAC-HRM as required, support in managing administrative actions and in addressing grievances and resolving disciplinary matters.

Talent Management

• Advise on staffing issues and oversee the elaboration of project staffing tables, including vacancies and use of temporary assistance to meet exceptional work requirements. In consultation with line managers, monitor and assess staffing needs and ensure effective workforce planning.
• Advise and support line managers in the recruitment processes for locally recruited personnel. Support recruitments of international personnel, as required.
• Monitor compliance with the Staff Evaluation System (SES) within IOM KCO and advocate for timely completion of the performance management process in line with organizational deadlines. Provide support to all staff in the CO on business-related issues. Facilitate performance management discussions between staff and supervisors, as required.
• Coordinate the planning and organizing of the staff development and training for IOM KCO in close collaboration with Human Resources Management/ Staff Development and Learning (HRM/SDL). Collaborate with line managers in establishing staff development and training priorities and plans. Deliver induction and other forms of trainings to staff.

Monitoring and Reporting

• Assist the SRMO in the preparation of administrative reports that may be required in coordination with the Heads of Units/Programmes as required. Oversee the preparation of reports pertaining to personnel administration of international and national staff of IOM KCO, as required.
• Review audit recommendations on HR matters and, in coordination with the SRMO, implement them within the HR function.
• Prepare special reports and participate in and/or lead special HR projects in coordination with MAC, PAC and/or HRM HQ.
• Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Human Resources, Business Administration, Industrial and Organizational Psychology, Social Sciences or a related field from an accredited academic institution with five years of relevant professional experience; or
• University degree in the above fields with seven years of relevant professional experience.

Experience

• Working experience in administration and all facets of HR, Talent acquisition, talent management, administration of staff contracts and entitlements, interpretation and implementation of staff rules and regulations and development of HR guidelines;
• Previous working experience in an international organisation is an advantage;
• Previous working experience in Africa and/or developing countries is an advantage;
• Familiarity with the UN common system or similar systems is an advantage.

Skills

• Ability to prepare clear and concise reports;
• A high degree of computer literacy is required; good knowledge of MS Office suite and SAP is essential.

Languages

IOM’s official languages are English, French, and Spanish.

For this position, fluency in English is required (oral and written). Working knowledge of French and/or Spanish is an advantage.