Human Resources Associate
Khartoum
- Organization: IOM - International Organization for Migration
- Location: Khartoum
- Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
-
Occupational Groups:
- Human Resources
- Administrative support
- Closing Date:
Job Description
Under the overall supervision of the Human Resources Officer , the direct supervision of the National Human Resources Officer, and in close coordination with the African Development Bank (AFDB) Programme Manager and Deputy Chief of Mission /Head of Programmes, as well as coordination with the Regional Office for MENA in Cairo and the revelant units in Headquarters (HQ) and Administrative Centers, the Human Resources Associate will be responsible for supporting the Human Resources (HR) functions of the Country Office (CO) and the AFDB–funded Sudan Integrated Social Sector Infrastructure Rehabilitation Project (SISSIRP).
In particular S/he will be responsible for:
Responsibilities
- 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 Medical Services on medical clearance, coordinate enrollment in insurance plans as appropriate, support the coordination and delivery of induction sessions, arrangement for security briefing, etc.
- Perform assigned role(s) in the organizational HR system, paying special attention to data consistency and accuracy; input and maintain 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 prompt actions and generate reports, contract extensions, personnel actions and other related documentation.
- Perform the role of Timekeeper; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in the system.
- Carry-out a wide range of Human Resources actions, including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc. and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.
- Prepare all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; open and update personal files, 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.
- Assist in monitoring compliance with the performance evaluation process and follow-up with staff and supervisors as needed; facilitate compliance by providing technical guidance on the use of the system.
- Organize Human Resources events including staff development and training activities in coordination with the relevant units at HQ and maintain updated records.
- Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer to the most sensitive/complex ones.
- 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 analysing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices.
- Participate in inter-agency Human Resources related working groups as assigned.
- Provide guidance and training to new/junior staff in the unit
- Perform other related duties as assigned.
Qualifications
- High School diploma with five years of relevant experience; or,
- Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with three years of relevant professional experience
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
- Proven experience in end-to-end recruitment processes, including drafting job descriptions, facilitating interviews, and onboarding.
- Experience working with ERP systems (e.g., SAP, Oracle, PRISM, or similar) is an advatnage.
- Experience with leave and time management systems.
- Familiarity with UN/international HR policies and processes such as classification, promotion, contract management, and disciplinary procedures is an advantage.
- Experience preparing HR reports and maintaining accurate and up-to-date HR records and filing systems (physical and digital).
- Attention to detail, ability to organize paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn new things.
- Excellent organizational skills with the ability to manage multiple tasks and meet tight deadlines while maintaining accuracy and attention to detail.
- Strong verbal and written communication skills; ability to draft clear and concise correspondence, reports, and documentation.
- Capacity to build effective working relationships with staff at all levels and maintain confidentiality,
For this position, fluency in English and Arabic is required (oral and written).
- 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.
- 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.
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- 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.
- 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.
- 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.
- IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
- 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.
- 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.
Required Skills
Job info
Contract Type: Special Short Term Graded (Up to 9 months)Initial Contract Duration: 9 months
Vacancy Type: Special Vacancy Notice
Recruiting Type: General Service
Grade: G-5
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.