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Human Resources Officer

4 months ago

Nairobi, Nairobi Area, Kenya International Organization for Migration (IOM) Full time

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners.

With 165 member states, a further 8 states holding observer status and offices in over 100 countries, IOM is dedicated to promoting humane and orderly migration for the benefit of all.

It does so by providing services and advice to governments and migrants.

IOM works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people.

The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.

Summary


Under the overall supervision of the Head of Resources Management Unit based in Somalia, the direct supervision of the Human Resources Officer (Head of Unit) for IOM Somalia based in Nairobi, Kenya, and in coordination with the Human Resources (HRM) unit at Headquarters (HQs), the East and Horn of East Africa Regional Office in Nairobi, the Manila Administrative Centre (MAC) and the Panama Administrative Centre (PAC), the Human Resources Officer will be responsible for monitoring, supporting and coordinating the human resources functions of all offices in the IOM Somalia Country Office (CO).


Core Functions / Responsibilities:
Unit Management

Assist the HRO/RMO/SRMO or the Head of Resource Management (RM) in reviewing and monitoring the Human Resources Management services in the Country Office (CO) in accordance with the Organization's HR rules, regulations, policies, procedures and practices and in light of project activities in the Region.

Supervise the maintenance of personnel files and attendance records of international, national and sub-contracted staff in the CO.

Facilitate the maintenance and upkeep of the CO's HR and Training database, and in conjunction with the Security Unit, ensure staff abidance of all mandatory and recommended security briefings and trainings.

PRISM HR Administration

Monitor the contractual status and the administration of entitlements of local staff in the PRISM HR module. 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.
Assist in supervising the preparation of the monthly payroll for national staff and ensure its accuracy and timeliness.

Assume the responsibility for Payroll Posting and work in close coordination with HR staff in order to validate and verify the payroll simulation before the monthly pay run and posting of national staff payroll in PRISM HR.

HR Policy and Advisory

Coordinate with HQ, MAC and the Finance Team of CO on matters related to the benefits and entitlements to the 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.

Assist in ensuring that the Third-Party Consultancy Management Contract is implemented.
Monitor and supervise the administration and timely renewal of the visas and residence permit for international staff.

Talent Management

Coordinate the recruitment processes in the CO in close liaison with the HRO/RMO/SRMO or the Head of Resource Management (RM) and provide support to the CO in filling the appropriate staff and non-staff vacancy needs by ensuring the relevant recruitment procedures are effectively and swiftly applied.

Ensure that new staff are sufficiently briefed, including thorough and appropriately updated "Welcome Package", and able to assume functions at the CO in a timely fashion.

In coordination with the HRO/RMO/SRMO or the Head of Resource Management (RM), ensure timely and regular implementation of the Country Offices Staff Evaluation System (SES), encourage and provide guidance for the timely completion of the performance management process between staff and supervisor in compliance with the Organization's deadlines.

Assist the HRO/RMO/SRMO or the Head of Resource Management (RM) in coordination, planning and organization of staff development and training activities for the CO in close collaboration with Human Resources Management/Staff Development and Learning (HRM/SDL).

Collaborate with line managers to assist in establishing staff development and training priorities and plans. Deliver induction and other forms of trainings to staff.

Monitoring and Reporting

Assist the HRO/RMO/SRMO or the Head of Resource Management (RM) in the preparation of administrative reports that may be required in coordination with the Heads of Units/Programmes.

Oversee the preparation of reports pertaining to personnel administration of international and national staff as required.

Discuss audit recommendations on HR matters and in coordination with the HRO/RMO/SRMO or the Head of Resource Management (RM), implement them upon instruction within the HR function.

Prepare special reports as required and participate in special HR projects in coordination with HRO/RMO/SRMO or Head of Resource Management (RM).

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 two years of relevant professional experience; or,
University degree in the above fields with four years of relevant professional experience.

Experience

High level of computer literacy with experience in HR IT systems and applications; working knowledge of SAP is an advantage;
Experience in preparation of training modules and presentation of training sessions;
Previous working experience in an international organization is an advantage;
Working experience in developing countries an added advantage; and,
Experience in field emergency operations.

Skills

Demonstrated writing skills;
Good knowledge of IOM/UN Human Resources and financial policies and staff rules and regulations;
Familiarity with the UN common system or similar systems is an advantage;
Excellent organization skills; analytical and creative thinking; and,
Ability to prepare clear and concise reports.

Languages

IOM's official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.
For this position, fluency in English is required (oral and written). Working knowledge of Somali is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.


Required Competencies:
Values - all IOM staff members must abide by and demonstrate these five values:

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.

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.


Courage:
Demonstrates willingness to take a stand on issues of importance.

Empathy:
Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural 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 actions and delegated work.

Communication:
Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators level 2

Leadership:

Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization's vision.

Assists others to realize and develop their leadership and professional potential.

Empowering others:
Creates an enabling environment where staff can contribute their best and develop their potential.

Building Trust:
Promotes shared values and creates an atmosphere of trust and honesty.

Strategic thinking and vision:
Works strategically to realize the Organization's goals and communicates a clear strategic direction.

Humility:
Leads with humility and shows openness to acknowledging own shortcomings.