Job Summary
Under the overall supervision of HRO/Head of HR Unit and direct supervision of HR Officer, the incumbent will provide assistance in human resources activities for Mission Somalia.
Minimum Qualification:Diploma
Experience Level:Mid level
Experience Length:3 years
Job Description/Requirements
SPECIAL VACANCY NOTICE
Open to Internal and External Candidates
Position Title:Human Resources Clerk
Vacancy Number:SVN/IOMSO/004/2021
Duty Station :Nairobi, Kenya
Classification :General Service, Grade G-3
Type of Appointment :Short term, six months with possibility of extension
Estimated Start Date :As soon as possible
Closing Date :14 March, 2021
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 HRO/Head of HR Unit and direct supervision of HR Officer,the incumbent will provide assistance in human resources activities for Mission Somalia.
S/he will be working in close coordination with all RMU and projects/operational units, and other staffs in the mission.
Core Functions / Responsibilities:
Provide assistance in the recruitment process in Mission in
various stages,including assist carrying out reference checks for
short-listed candidates,arrange orientation session for new incoming
staff, and assist coordinating e-mail creation of new staff.
Keep record of activities performed by HR unit in coordination with
HR team. Create and maintain personnel files (contracts, Personnel
Actions (PAs), personal data, supporting documents, etc.) of staffing in
Nairobi and Somalia including of non-staff (consultants, interns,
casual work, and Third Party Contract). Maintain unit filing system
electronically and physically, ensure files are updated. Keep the
confidentiality of all data/records and ensure safe custody of all
files.
Coordinate on casual contract (hourly and daily rate) for all units
from review the request and documents, issuance of contract, maintain
database updates, up to necessary separation process.
Follow up Mission’s compliance on mandatory trainings, maintain the
database record and updating the certificates in each personnel files
(softcopy/hardcopy). Provide logistic support and assistance in
arranging staff training and learning events in Mission and maintain the
record.
Assist arrangement for Internship in Mission from recruitment,
contract issuance, record keeping, coordinate monthly stipend,
attendance record, up to separation process.
Assist HR team in maintaining and updating Staff Database and Organigrammes.
Assist following up with staff on any compulsory documents or any other important information needed from staff in the unit.
Computation of payments and prepare payment request as needed in HR unit.
Draft letters for UN ID issuance and for other purposes as required.
Undertake all other duties as may be assigned.
Languages
• Fluency in English both written and spoken is required.
Required Competencies
Values
• Inclusion and respect for diversity: respects and promotes individual
and cultural differences; encourages diversity and inclusion wherever
possible.
• 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.
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
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.
Required Qualifications and Experience
Education
• Bachelor’s degree in economy management, Human Resources or Business
Administration, with one year of relevant working experience, or
• Completed High School degree from an accredited academic institution, with three years of relevant professional experience
Experience
• Prior work experience in a busy HR office in a similar capacity.
• Good knowledge of Human Resources or Management.
• Familiarity with UN and IOM working environment is a distinct advantage
Skills
• Demonstrated proficiency with Microsoft Office applications, including
Excel, Power Point; Good knowledge of information technology;
• Must be well organized, mature individual, able to work independently, paying attention to detail and meets deadlines;
• Must have excellent communication skills; writing skill;
• Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities;
• Ability to work under pressure and with minimum supervision;
• Strong interpersonal skill and ability to work as part of a diverse
team; • Flexible and able to adapt quickly to new, different
environments.
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:
**********
Posting period:
From 01.03.2021 to 14.03.2021
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