HR Assistant I

SVN number: SCO/015/2013
Position title HR Assistant I
Classification: G5/1 (IOM Salary Scale for GS staff)
Unit: Transition Initiatives for Stabilization (TIS)
Duty station: Nairobi, Kenya.
Type of appointment: 6 months Special Short Term Contract with possibility of extension
Closing date: 28th February 2013

General functions
Under the overall supervision of the Programme Manager (PM) of the Transition Initiatives for Stabilization (TIS), Somalia Office in Nairobi, Kenya and under the direct supervision of the Grants Manager, the incumbent will be responsible for the coordination and implementation of the Human Resources activities for the TIS project. In particular he/she will:-

1. Follow up on renewal of contracts and extensions as approved by Grants Manager in coordination with PM and the IOM-Somalia Coordination Office where necessary.
2. Ensure timely preparation and renewal of all types of contracts and personnel actions using PRISM for national staff, interns, contract staff, consultants, and interpreters both in Kenya and Somalia offices under TIS
3. In close coordination with the Human Resources Unit in the IOM-Somalia CoordinationOffice in Nairobi, Kenya and Somalia, regularly update Personnel Information and generates reports through PRISM HR.
4. Collect CVs, organizing and participating in short listing, preparation of interview documents (CVs, interviews schedules, rating sheets and protocol), contacting applicants for interviews and coordinating interview questions with HoDs, administering written tests and conducting interviews, following up on preparation of CAARS, conducting reference checks, sending letter of appointments, and sending regret letters to unsuccessful candidates
5. Induct new staff and coordinate the pre-employment requirements from staff – informing them of their selection, organizing for medical checkups, sending medical results to Panama/Manila and informing candidates and HoDs of medical clearance. Sending letters of offer, and all EOD paper work for candidates to fill in, opening new files, briefing of new staff on IOM and its activities.
6. Brief staff on their entitlements, obligation and HR policies, rules and regulations.
7. Keep track of all active staff in employment especially temp staff and separating those whose contracts will not be renewed on PRISM.
8. Responsible for attendance records management in the TIS in Nairobi and IOM offices in Somalia - Update all leave records and ensure that supporting documents (Annual / Sick /R&R Leave Requests) are accurate and filed for both national and international staff.
9. Analyze timesheets and prepare payroll for temporary staff under the TIS Project
10. Monitor medical examinations for drivers ensure that these tests are undertaken and staffs are informed of the same in advance.
11. Follow up with IOM Panama/Manila on MSP clearance for staff and dependants under TIS.
12. Update the MSP list – and sending to Health Claims Processing Unit (HCPU) Panama on a monthly basis and follow up submission of Annual Dependency Forms.
13. Prepare request for payment for staff/dependants hospital bills in coordination with HCPU – Panama and HCPU – Manila and payment requests for panel physicians.
14. Calculate overtime payment for drivers
15. Perform other duties as may be assigned from time to time.

Desirable Competencies
Behavioral : a) takes responsibility with ability to work under minimal supervision, b)manages constructive criticism, c) works effectively with all clients and stakeholders d) promotes continuous learning; communicates clearly e) takes initiative and drives high levels of performance management, f) plans work, anticipates risks, and sets goals within area of responsibility, g) displays mastery of subject matter, h) contributes to a collegial team environment, i) creates a respectful office environment free of harassment and retaliation, and promotes the prevention of sexual exploitation and abuse (PSEA), j)incorporates genderrelated needs, perspectives, and concerns, and promotes equal gender participation, k) displays awareness of relevant technological solutions, l) works with internal and external stakeholders to meet resource needs of IOM.

Technical: a) Effectively applies knowledge of relevant Human Resources practices, coordinates and implements them within existing IOM processes b) delivers HR solutions to the needs of IOM and the TIS project c) adapts best Human Resources practices to the requirements of IOM and TIS project to facilitate the achievement of strategic objectives

Desirable Qualifications and experience
1. Bachelor’s degree in Human Resources, Social Sciences and/or related field.
2. At least 5 years work experience in Human Resources handling recruitment, payroll and benefits administration in an international organization.
3. Prior experience in usage of SAP/PRISM HR an added advantage.
4. Ability to travel to Hargeisa and/or Mogadishu
5. Solid computer skills, including proficiency in MS Office package (Office, Excel, Power Point, Outlook), internet and Email.
6. Excellent command of spoken and written English. Knowledge of Somalia language an advantage.
Method of Application: Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number, with three professional references and contacts (email or telephone) to the:
International Organization for Migration (IOM)

Human Resources Department
Gitanga Groove, off Gitanga Road
P.O. Box 1810 – 00606
Nairobi
OR
Send by email to: hrsomalia@iom.int

Only short listed candidates will be contacted.