Somalia: Human Resources Assistant

SPECIAL VACANCY NOTICE

Open to Internal and External Candidates

Position Title: Human Resources Assistant

Vacancy Number: SVN/IOMSO/006/2019

Duty Station: Mogadishu, Somalia

Classification:General Service Staff, Grade G4

Type of Appointment: Short term, six (6) months with possibility of extension

Organizational Unit: Resource Management Unit (RMU)

Direct Supervision: Human Resources Officer

Overall Supervision: Senior Resource Management Officer

Estimated Start Date: As soon as possible

Closing Date: 7^th February, 2019

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. 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 is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Senior Resources Management Officer (SRMO) of IOM Somalia, and under the direct supervision of the Human Resource Officer (HRO) of IOM Somalia, the incumbent will perform routine and specialized Administrative and Human Resource 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:-

Core Functions / Responsibilities:

1. Involve in recruitment process for National staff, short list of applications, arrangement of interviews, reference checks and participate as a panel member for the interview.

2. Keep track of all active staff in employment maintain and initiate PA changes for staff who are entitled to change in contract types in accordance with USRR, In coordination with the Senior HR Assistant and HRO.

3. Maintain and update all attendances, overtime/compensatory leave, sick/annual leave records of all staff in Somalia and give reports to supervisors as and when required.

4. Create and maintain personnel files and HR files ensuring all documentation is complete and relevant documents are kept in their respective files.

5. Ensure that each staff is registered on for the Biometric Time and attendance system as soon as they join the Mission and maintaining the attendance data as well as reconciling it with the PRISM time management information.

6. Prepare all mail to be sent to Health Claims unit in Panama and Manila and keep records for future reference

7. Prepare request for payment for staff/dependents hospital bills in coordination with HCPU – Panama and HCPU – Manila and payment requests for panel physicians the approval is received from the Panama Medical team.

8. Provide support to the HR unit for running the payroll.

9. Preparation of IOM Staff ID cards and Coordinate with the UNDSS for UN ID cards.

10. Follow up with other Head of units on renewal/cancellation/extension of local staff contracts.

11. Follow up with international staff for submission of DP attendance and ensure the payment is process on time.

12. As SES HR Agent of the mission, assist the Unit and supervisors on the requirement to maintain reporting lines.

13. Perform other duties as may be required from time to time, and undertake duty travel as required

Required Qualifications and Experience

Education

• Bachelor’s degree in Administration and Human Resources Management with two years of experience or High school degree in above field with four years of experience.

Experience

• Professional and management experience in Human Resources preferably in an international organization.
• High level of computer literacy. Good knowledge of MS Office specifically EXCEL. Knowledge of PRISM (SAP) a distinct advantage;
• Familiarity with UN common system or similar systems;

Languages

Fluency in English and Somali is required.

Required Competencies

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

Values

· Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

· Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies– behavioural indicators level 1

· 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.

· Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

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 action and delegated work.

· Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Other

Internals of the Organization and NMS candidates, as well as external female candidates, will be considered as first-tier candidates. This vacancy is also open to second-tier candidates.

The appointment is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

How to apply:

Interested candidates should submit CV and a cover letter indicating the Special Vacancy Notice Number (SVN No.), Position Title and the Duty Station with three professional referees and their contacts (both email and telephone) to: recruitmentsomalia@iom.int

Posting period:

From 25.01.2019 to 07.02.2019