Human Resources Assistant (Port Sudan) – IOM
Job Description
| Organization | International Organization for Migration |
| Position Title | Human Resources Assistant – 2 Positions |
| Duty Station | Port Sudan, Sudan |
| Classification | G4 |
| 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 Senior Human Resources Assistant and, in
collaboration with relevant units at Headquarters and the Administrative Centers, the incumbent will
be responsible for the following duties:
Core Functions / Responsibilities:
- 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. - 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. - 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. - 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. - Support the 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. - 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. - Draft certificates of employment, notices, letters, reports, presentations, graphs, update the
organizational chart and support timely submission of documents. - 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. - Respond to general inquiries regarding Human Resources policies, instructions, and procedures.
- Perform other related duties as assigned.
Required Qualifications and Experience
Education
- High School diploma with four years of relevant experience.
Or - Bachelor’s degree in human resources, Business Administration, Psychology, or related field
with two 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, detailed 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 18 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.
