SPECIAL VACANCY NOTICE
Vacancy Notice No: IOMSO/029/2013
Position Title: HR Assistant
Classification: G4/01 of the UNSS for Somalia Unit: Resource Management (HR) Duty Station: Mogadishu, Somalia
Type of contract: 6 months Special Short Term contract with possibility of extension
Closing date: 12th July 2013 (Re- Advertisement)
General functions
Under the overall supervision of the Program Manager (PM) of the Transition Initiative for Stabilization (TIS), and the direct supervision of the Grants Manager the incumbent will responsible for the coordination and implementation of the Human Resource activities for the TIS project. In particular, he/she will:-
1. Coordinate HR matters and refer all issues to Head of Sub-Office for guidance.
2. Coordinate staff attendance, leave requests and overtime sheets according to established procedures.
3. Assist in coordinating, overseeing recruitment procedures for national staff.
4. Maintain personnel records as per IOM rules and regulations.
5. Update and send Personnel Establishment Form (PEF) reports to PAC-field personnel support unit on monthly basis.
6. Monitor medical examinations for drivers ensure that these tests are undertaken
and staffs are informed of the same in advance.
7. Assist the finance assistant payroll preparation.
8. Check and ensure that all Travel Authorizations (TA’s) and expenses Claims are
correctly completes for the Finance Assistant to process the payment.
9. Follow-up on renewal of contracts and extensions as approved by the Grants
Manager in coordination with the PM and the IOM-Somalia Coordination Office where necessary.
10. Ensure timely preparations 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.
11. In close coordination with the Human Resources Unit in the IOM-Somalia
Coordination Office in Nairobi, Kenya and Somalia, regularly update Personnel
Information and generates reports through PRISM HR. contracts, and other office services providers.
12. 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.
13. Induct new staff and coordinate the pre-employment requirements from staff –
International Organization for Migration (IOM) Mission in Somalia, Nairobi Office
Gitanga Groove, off Gitanga Road, Lavington, Nairobi/Kenya, P.O. Box 1810-00606, Tel: +254 20 2926000, +254 708 151656 +254 708 151643 +254 733122584 •
E-mail: iomsomalia@iom.int
informing them of their selection, organizing for 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.
14. Brief staff on their entitlements, obligation and HR policies, rules and regulations.
15. Keep track of all active staff in employment especially temp staff and separating those whose contracts will not be removed on PRISM.
16. Responsible for attendance records management in the TIS Mogadishu office –
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.
17. Perform other duties as may be required from time to time, and undertake duty travel as required
Desirable Qualifications (Educational experience and competencies):-
1. Higher Diploma in Human Resources, Social Sciences and/or related field.
2. At least 4 years work experience in general administration, Human Resources handling recruitment, payroll and benefits administration, of which at least 2 years
in an International Organization or NGO.
3. Mature individual, able to work independently, under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal
supervision.
4. Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.
5. Demonstrated ability to maintain integrity in performing responsibilities assigned.
6. Previous experience with UN and International Agencies, international or local
NGOs is required.
7. Strong knowledge of computer applications, especially MS Word, Excel, Outlook and Access. Knowledge of SAP an added advantage
8. Excellent command of written and spoken English and Somali is required.
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,
PO Box 55040-00200 Nairobi
Or send by email to hrsomalia@iom.int
International Organization for Migration (IOM) Mission in Somalia, Nairobi Office
Gitanga Groove, off Gitanga Road, Lavington, Nairobi/Kenya, P.O. Box 1810-00606,
Tel: +254 20 2926000, +254 708 151656 +254 708 151643 +254 733122584 •
E-mail: iomsomalia@iom.int