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Title: Human
Resources Clerk, G3 (IOMKE/VN/35/2013)
Nairobi,
Kenya
Reporting
directly to: Sr Human Resources Assistant
Overall
Supervision by: Human Resources Officer
Managerial
responsibility: None
Directly
reporting staff: None
ORGANIZATIONAL CONTEXT AND SCOPE
Established
in 1951, IOM is the leading inter-governmental organization in the field of
migration and 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.
The Human
Resources Department undertakes a support function in the operational and
programming
activities of the IOM Regional Coordination Mission in Nairobi. The
department’s functional
activities include implementing human resources management policies to support
the Mission’s
strategy and the organization's structure through the recruitment, retention,
evaluation and
professional development of competent and motivated staff, maintaining
conditions of service, benefits and
entitlements and ensuring adherence to the established Staff Regulations and
Rules and related
policy instructions and guidelines.
RESPONSIBILITIES AND ACCOUNTABILITIES
Under the
overall supervision Human Resources Officer and the direct supervision of the
Sr. Human
Resources
Assistant, the incumbent’s responsibilities will include the following
1. Open
files for all newly hired staff, maintain the current HR filing system, ensure
all files are updated with
the right documents and ensure safe custody of all the files. Undertake
regular
checks in all the staff personal files to ensure that the files are updated.
Follow up
from staff on
any pending and yearly compulsory documents required. Responsible for the
archival
process of old files as per IOM regulations.
2. Prepare
payments for all HR related medical outpatient bills with supporting
documentation.
3. Assist in
preparing payments and supporting calculations for all Oncall staff i.e.
Childminders,
translators,
casual staff as required and in the absence of the HR Assistant I.
Responsible
for handling any queries regarding the payments in the absence of the HR
Assistant I.
4. Prepare
Overtime calculations for Drivers in coordination with the Sr HR Assistant
5.
Responsible for preparing Purchase orders and Stores Requisition forms required
in the
department
in coordination with the Sr HR Assistant
6. Responsible
for distributing and issuing approved contracts to staff and following up to
ensure the
signed copies are received and filed on time.
7. Prepare
Friday mail pouch to Manila/Panama/Geneva
8. Update,
keep track of progress of submission of Security Training Certificates (BSTIF
and
ASITF).
9. Prepare
all MSP cards for all National staff under the MSP cover.
10. Prepare
job IDs for new staff and any current staff as required using the ID machine.
11.
Coordinating the EOD, Exit, PME and DAE exams in coordination with the Sr HR
Assistant.
12.
Responsible for distribution of payslips to all local staff.
13.
Responsible for distribution of the monthly timesheets to all staff in Kenya
and following up
on
submission of the signed copies from the staff.
14. Assist
in contacting all short listed applicants for interviews, coordinating room
availability
and
distributing the interview schedule, ensure that all interview related material
is
available,
administering practical skills test when required.
15. Assist
in coordinating all logistical preparation and coordination of training and
events that involves the
HR department and ensure smooth running.
16.
Coordinating the weekly Medical and Duty Officer rosters.
17. Assist
in preparing general staff letters relative to HR in coordination with the SR
Hr Assistant.
18. Maintain
and update the HR file with all updated General Instructions, General Bulletins
and any other HR related information updates
19. Perform
any other related tasks as may be assigned from time to time
COMPETENCIES
The
incumbent is expected to demonstrate the following technical and behavioural competencies.
Behavioural
Accountability
• Accepts
and gives constructive criticism
• Follows
all relevant procedures, processes, and policies
• Meets
deadline, cost, and quality requirements for outputs
• Monitors
own work to correct errors
• Takes
responsibility for meeting commitments and for any shortcomings
Client Orientation
• Identifies
the immediate and peripheral clients of own work
• Establishes
and maintains effective working relationships with clients
• Identifies
and monitors changes in the needs of clients, including donors, governments,
and project beneficiaries
Continuous Learning
•
Contributes to colleagues' learning
•
Demonstrates interest in improving relevant skills
•
Demonstrates interest in acquiring skills relevant to other functional areas
• Keeps
abreast of developments in own professional area
Communication
• Actively
shares relevant information
• Clearly
communicates, and listens to feedback on, changing priorities and procedures
• Writes
clearly and effectively, adapting wording and style to the intended audience
• Listens
effectively and communicates clearly, adapting delivery to the audience
Creativity and Initiative
• Proactively
develops new ways to resolve problems
Leadership and Negotiation
• Convinces
others to share resources
• Presents
goals as shared interests
Performance Management
• Provides
constructive feedback to colleagues
• Provides
fair, accurate, timely, and constructive staff evaluations
• Uses staff
evaluations appropriately in recruitment and other relevant HR procedures
Planning and Organizing
• Sets clear
and achievable goals consistent with agreed priorities for self and others
• Identifies
priority activities and assignments for self and others
• Organizes
and documents work to allow for planned and unplanned handovers
• Identifies
risks and makes contingency plans
Professionalism
•
Effectively applies knowledge of relevant Human Resources theories and
practices, and
recognizes
their application within existing IOM processes
• Delivers
Human Resources solutions customized to the needs of IOM
• Masters
subject matter related to responsibilities
• Identifies
issues, opportunities, and risks central to responsibilities
•
Incorporates gender-related needs, perspectives, and concerns, and promotes
equal gender
participation
•
Persistent, calm, and polite in the face of challenges and stress
• Treats all
colleagues with respect and dignity
• Works
effectively with people from different cultures by adapting to relevant
cultural
contexts
•
Knowledgeable about and promotes IOM core mandate and migration solutions
Teamwork
• Actively
contributes to an effective, collegial, and agreeable team environment
•
Contributes to, and follows team objectives
• Gives
credit where credit is due
• Seeks
input and feedback from others
• Delegates
tasks and responsibilities as appropriate
• Actively
supports and implements final group decisions
• Takes
joint responsibility for team's work
Technological
Awareness
• Learns
about developments in available technology
•
Proactively identifies and advocates for cost-efficient technology solutions
•
Understands applicability and limitation of technology and seeks to apply it to
appropriate
work
Technical
•
Effectively applies knowledge of IOM procedures, guidelines, practices and
instructions in day to day work
EDUCATION
AND EXPERIENCE
• Completed
Secondary School certificate with a diploma in Human Resources, Business
Administration
or related field from a recognized institution;
• 3 years
working experience in general administration, i.e. filing, encoding data,
sorting data
or a similar
capacity preferably with an International Organization;
• Prior
experience in usage of HR Information Systems or Database required –
knowledge of
SAP an added advantage
• Solid
computer skills, including proficiency in MS Office Packages (Office, excel,
Power
point,
outlook) internet and E-mail
• Strong
interpersonal and intercultural skills with proven ability to work effectively
and
harmoniously
with a team of colleagues.
• Mature
individual, able to work independently under pressure, able to maintain
accuracy,
paying attention to details, meeting deadlines and working with minimal
supervision.
LANGUAGES
Required
Fluency in
both written and spoken English and Kiswahili.
Mode of
Application:
Submit cover
letter and CV including daytime telephone and e-mail address to:-
International
Organization for Migration (IOM), Human Resources Department, P.O.
Box 55040 –
00200, Nairobi, Kenya or send via e-mail to hrnairobi@iom.int
CLOSING
DATE: 25th November, 2013
Only
shortlisted applicants will be contacted
