Human Resources Assistant – Kakuma

Job Description

Job Description
Under the Overall supervision of the Head of Program and Policy Development, the direct supervision of the Head of Sub-office, Kakuma and with the technical supervision and guidance of the Sr HR Assistant in Nairobi, the successful candidate will be responsible and accountable for managing the resources management functions in Kakuma Sub-Office.

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 Health Insurance Medical Services (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.
Undertake a detailed HR orientation/induction for all new staff deployed to the Sub-office.
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; 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 Time-keeper in PRISM; 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 PRISM.
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. in coordination with the main IOM Kenya HR Office, Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate and as guided.
Prepare payments for field based on-call staff and upload in OIPA for review.
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 Staff Evaluation System and follow-up with staff and supervisor 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 Staff Development and Learning Unit 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 the most sensitive/complex ones.
Identify areas for improvement and highlight them to both the direct supervisor and to the technical 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.
Participate in based inter-agency Human Resources related working groups as assigned. Update both the direct supervisor and the technical supervisor on the same.
Provide guidance and training to new/junior staff in the unit.
Perform other related duties as assigned.
Skills and Qualifications
Education

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.
Experience

Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage;
Attention to detail, ability to organize paperwork in a methodical way;
Discreet, details and clients-oriented, patient and willingness to learn new things; and,
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.