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Job Description

Job Title:  Human Resources Assistant

Location City / Town: Pemba

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FOR VARIOUS CONSULTANT VACANCIES

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Short Description/ Purpose of Job

Context
Under the overall supervision of the Head of Human Resources in the country office and direct supervision of the Human Resources Officer (P2), the successful candidate will be responsible and accountable for the following duties

Recruitment Description/ Key Accountabilities

Qualifications and Skills

Responsibilities

  1. Support recruitment processes in the office by coordinating the publication of Vacancy Notice/Special Vacancy Notice, receiving and sorting applications, arranging interviews and tests, preparing all the required documentation and materials, sending communications to
    candidates, contacting previous employers for reference checks and any other related activity
    as assigned.
  2. Carry-out pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams, follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearances, coordination of orientation sessions, arrangement for security briefing and medical examinations, inclusion in insurance plans as appropriate, creation of personal file, etc.
  3. Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions and other related documentation. 
  4. Perform the role of Time-keeper in PRISM; maintain, update and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in PRISM
  5. Support separation, classification, reclassification and promotion processes by collecting necessary documentation, drafting forms, making basic calculations, obtaining approvals and coordinating with relevant units in the Regional Office and Administrative Centers.
  6. 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.
  7. Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
  8. Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
  9. Respond to general inquiries regarding Human Resources policies, instructions and procedures.
  10. Perform other related duties as assigned.

Qualifications

Education
  • High School diploma with four years of relevant experience; or,
  • Bachelor’s degree in Human Resources, Business Administration, Psychology or related field form an accredited academic institution with two years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
 
Experience
  • Previous experience in SAP/Oracle is a distinct advantage;
  • Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
  • Expeirnence in range of HR Functions in an organization
Skills
  • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
     
  • Discreet, details and clients-oriented, patient and willingness to learn new things.
  • Attention to detail, ability to organize paperwork in a methodical way.
Languages
  • IOM’s official languages are English, French, and Spanish.
  • REQUIRE: For this position, fluency in English & Portuguese is required (oral and written)
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
 
Required Competencies
 
IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.
 
Values – all IOM staff members must abide by and demonstrate these three values:
  • Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
  • 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.
  • Courage: Demonstrates willingness to take a stand on issues of importance.
  • Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
Core Competencies – behavioural indicators (Level 1)
  • 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 actions and delegated work.
  • Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)
  • Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
  • Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
  • Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
  • Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
  • Humility: Leads with humility and shows openness to acknowledging own shortcomings.
Notes
  1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
  2. This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
  3. This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
  4. Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
  5. IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
  6. IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

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Date Posted: 26/09/2024

Category: NGO

Type: Full-Time

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