Job Description
Senior Human Resources Assistant Job
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Job Title: Senior Human Resources Assistant
Hiring Organization: International Organization for Migration
Location – Locality: Nairobi
Location – Region: Kenya
Industry: Inter-Governmental Organization
Job Type: Full Time
Salary: KES
Date Posted: 07/28/2023
The International Organization for Migration (IOM) is the UN Migration Agency. With 174 member states it is committed to the principle that humane and orderly migration benefits migrants and society. Established in 1951 and now active in over 400 field locations worldwide,
IOM works with partners, government and civil society to:
• Assist in meeting the operational challenges of migration and mobility
• Advance understanding of migration issues
• Encourage social and economic development through migration; and
• Uphold the human dignity and well-being of migrants and mobile populations.
In particular he/she will:
• Participate in evaluation of staffing needs in the office and assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, 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.
• 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.
• 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.
• Initiating Contract renewal requests for RO Local Staff and consultants; preparation of contracts, distribution and following up to ensure signed copies are submitted (including Personnel Actions and PD’s as relevant).
• Monitor the contracts expiry dates and take appropriate action in good time. 6. 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.
• 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.
• 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.
• Monitor compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system. 10. 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
• 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.
• 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
• Participate in inter-agency Human Resources related working groups as assigned. Supervise and train new/junior staff in the unit.
• Perform other related duties as assigned.
Education, Skills & Experience
• High School diploma with six years of relevant experience;
• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with four years of relevant professional experience.
• Minimum 4 years’ experience in Human Resources and Administrative duties;
• Prior work experience with UN Agencies/international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; Internet; previous experience in SAP is a distinct advantage; and E-mail
• Personal commitment, efficiency and results-driven.
• Sound administration and organizational skills with strict attention to detail. • Ability to work in a highly confidential manner
• Strong interpersonal skills and ability to work as part of a diverse team. • Flexible and able to adapt quickly to new, different environments.
• Ability to work independently under pressure and able to meet deadlines.
• 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.