Senior Human Resources Assistant Job Vacancy in Kenya - International Organization for Migration

Position Title: Senior Human Resources Assistant

Open to Internal and External Candidates

Position Title : Senior Human Resources Assistant
Vacancy Number : VN/IOMSO/006/2023
Duty Station : IOM Somalia in Nairobi, Kenya
Classification : General Services Category, Grade G6
Type of Appointment : One Year Fixed Term, with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : 05 June, 2023
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.

Under the overall supervision of the Head of Resources Management and direct
supervision of the Human Resources Officer in Nairobi Support Office and, in
collaboration with relevant units at Headquarters and the Administrative Centres, the
successful candidate will take leading role in planning, organizing and coordinating
the activities of the human resources unit and administrative functions of the Mission
and its sub-offices. In particular he/she will;

Core Functions / Responsibilities:

  1. In coordination with the HR Officer, coordinate the Human Resources
    Management function in the mission including its sub-office in accordance
    with the Organization’s policies, procedures and practices. Assist HR
    Officer and COM on interpreting and implementing IOM’s policies, rules and
    regulations, as well as standards and techniques taking into account the
    Mission’s activities.
  2. Participate in evaluation of staffing needs in the Missions and assist in
    coordination of recruitment processes (staff and non-staff positions),
    IOM is committed to a diverse and inclusive work environment. Internal candidates are
    eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are
    considered as first-tier candidates. including but not limited to, providing guidance to hiring managers on preparation of Post Descriptions, 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.
  3. 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 (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.
  4. 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.
  5. Facilitate the preparation of monthly payroll and payment of staff and non-staff and related administrative actions.
  6. 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.
  7. 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.
  8. 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.
  9. Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; create and maintain a systematic way to archive Human Resources documents (electronic and hard copies). 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.
  10. Monitor compliance with the Performance Evaluation System and advocate for timely completion of the performance management process in line with organizational deadlines; follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
  11. In coordination with HR team, liaise with Finance Unit on delivery of benefits/privileges to international staff in the field such as DSA, Danger Pay, rest and recuperation travel, settling grant etc.
  12. 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.
  13. 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.
  14. 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.
  15. Participate in inter-agency Human Resources related working groups as assigned.
  16. Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit.
  17. Perform other related duties as assigned.
    Required Qualifications and Experience
    • Bachelor’s degree in Human Resources, Business Administration, Psychology or related field from an accredited institution with minimum of four years of relevant professional experience; or
    • High School diploma with six years of relevant 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.
    • High level of computer literacy. Good knowledge of MS Office specially EXCEL.
    • Knowledge of HR information system (SAP, Oracle, etc.) a distinct advantage.
    • Attention to detail, ability to organize paperwork in a methodological way, and meet deadlines;
    • Discreet, details and client-oreinted, patient and willingness to learn new things;
    • Mature individual, able to work independently; ability to work under pressure with minimum supervision;
    • High level of computer literacy. Good knowledge of MS Office specially EXCEL.
    • Knowledge of HR information system (SAP, Oracle, etc.) a distinct advantage.
    • Attention to detail, ability to organize paperwork in a methodological way, and meet deadlines;
    • Discreet, details and client-oreinted, patient and willingness to learn new things;
    • Mature individual, able to work independently; ability to work under pressure with minimum supervision;
    • Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
    • Strong interpersonal skill, ability to work in a diverse team, flexible and quickly adapt to new/different environment.
    For all applicants, fluency in English and Kiswahili are required (oral and written).
    Fluency in Somali is an advantage.

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

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.
Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

How to apply

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:
No Fees: IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training, or other fee).

Posting period:
From 23.05.2023 to 05.06.2023

Only shortlisted applicants will be contacted.