Human Resources Assistant (Port Sudan) – IOM
Job Description
| Organization | International Organization for Migration |
| Position Title | Human Resources Assistant |
| Duty Station | Port Sudan, Sudan |
| Classification | G5 |
| Type of Appointment | Special Short-Term Graded Contract, Six months with possibility of extension |
| Estimated Start Date | As soon as possible |
| Closing Date | May 11, 2024 |
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.
IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Context:
Under the overall supervision of the Senior Resources Management Officer (SRMO) and Human Resources Officer. Under the direct supervision of the National Human Resources Officer and, in collaboration with relevant units at Headquarters and the Administrative Centers, the incumbent will
be responsible for the following duties:
Core Functions / Responsibilities:
- Assist in coordination of recruitment processes, including but not limited to, providing guidance
to hiring managers on preparation of Post Description, 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. - 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.
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 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 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. - 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.
Required Qualifications and Experience
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.
Skills
- Knowledge and understanding of Human Resources/Administrative best practices and
procedures. - Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
previous experience in SAP and Oracle 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.
Languages
Fluency in Arabic and English is required (oral and written).
Required Competencies
Values – all IOM staff members must abide by and demonstrate these values:
- Inclusion and respect for diversity: respects and promotes individual and cultural
differences; encourages diversity and inclusion wherever possible. - 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.
Core Competencies – behavioral 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 of achieving the Organization’s priorities and assumes
responsibility for own action and delegated work. - Communication: encourages and contributes to clear and open communication; explains
complex matters in an informative, inspiring, and motivational way.
Other
- Any offer made to the candidate in relation to this vacancy notice is subject to funding
confirmation. - Only candidates residing in either the duty station or from a location in a neighboring province
that is within commuting distance of the duty station will be considered. - Appointment will be subject to certification that the candidate is medically fit for appointment.
Subject to certain exemptions, vaccination against COVID-19 will in principle be required for
individuals hired on or after 15 November 2021. This will be verified as part of the medical
clearance process. - Accommodation is not provided.
- This position is open to ONLY Sudanese nationals.
- Vacancy close at 23:59 local time Khartoum, Sudan on the respective closing date. No late
applications will be accepted.
How to apply
Interested candidates are invited to submit their applications via email referencing subject as
“SVN 20 2024 Human Resources Assistant, Port Sudan”.
Kindly send the following document to: [email protected]
- Cover Letter
- CV
- PHF (Personal History Form)
Any application that does not comply with the above-mentioned instructions will be automatically
excluded from the process. Only shortlisted candidates will be contacted.
Posting Period
From 25.04.2024 to 11.05.2024.
No Fees:
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.
