Context:

Under the overall supervision of the Chief of Mission (CoM) and direct supervision of the Head of Resources Management (HoRM) and in close collaboration with the East and Horn of East Africa, Regional Office, Human Resource Management (HRM) Units at Headquarters (HQ), Manila Administrative Centre (MAC) and Panama Administrative Centre (PAC), the successful candidate will be responsible and accountable for managing the Human Resources functions of CO.

Core Functions / Responsibilities:

Unit Management

• In coordination with the Head of Resources Management, oversee the Human Resources Management function, including its Sub-Offices in accordance with the Organization’s policies, procedures and practices. Advise the Head of Resources Management and the COM/ Head of CO on interpreting and applying Human Resources policies, rules and regulations, as well as standards and techniques taking into account the Country Office’s activities.
• Supervise and monitor the work of the HR staff in carrying out all human resources administrative transactions, including preparation of contracts and personnel actions, updating PRISM HR as well as processing of contracts.
• Ensure that the personnel files and attendance records of International and national staff, as well as the HR tracking systems of CO are well maintained and regularly updated. Facilitate the maintenance and upkeep of the CO’s HR/Training database.
• Liaise with external IOM partners as well as with other IOM Country Offices as necessary. Act as a Focal Point for the external HR Companies in terms of recruitment and deployment of non-IOM staff for the work in emergency areas. Review and process all HR related administrative documentation received from the external HR Companies.

PRISM HR Administration

• Maintain the CO’s PRISM HR module and keep its information up to date. In coordination with the Human Resources Advisory Service (HRAS) Unit in PAC and the RO, coordinate and implement new salary scales. Monitor and ensure effective administration of the PRISM HR Organizational Management module.
• Maintain the personnel files and attendance records of national staff correctly and in line with organizational standards.
• Supervise the preparation of the monthly payroll for national staff and ensure its accuracy and timeliness. Ensure that its validation and verification has been conducted prior to payroll posting and the necessary projectization adjustments have been conducted exclusively through the PRISM HR.

HR Policy and Advisory

• Assist with roll-out and implementation of new policies, instructions, and procedures within CO.
• Propose appropriate and effective administrative procedures in human resources administration, reflecting the CO’s needs. Bring sensitive issues to the attention of the supervisor.
• Implement personnel policies and procedures for the national staff. Ensure that the CO’s HR processes and actions (including, inter alia, selection, recruitment, retention, professional development and training activities, separation and end-of-contract duties) remain consistent with the relevant policies and procedures.
• Oversee the contractual situation and the administration of entitlements of local staff (including, inter alia, health insurance and Compensation Plan (CP) inclusion, step increases, family allowances, etc.) as well as requests for promotions, recruitment, separation, etc.
• In coordination with RMO/SRMO/Head of Resources Management, advise Project Managers on staffing and other personnel issues, including leave entitlements/planning and overtime administration. Ensure the CO’s organigramme/staffing tables and contact lists are regularly updated.
• Liaise with HQ, MAC and the Finance Unit of the CO on matters related to the benefits, entitlements and privileges of international staff, including the delivery of these benefits and entitlements in the field such as, Danger Pay, Health Insurance/ Medical Service Plan (HI/MSP), Educational Grant, Home Leave, Rental Subsidy, etc., and the administration of Rest and Recuperation travel.
• In coordination with the Office of Legal Affairs (LEG) and HRAS as required, support in managing administrative actions and in addressing grievances and resolving disciplinary matters.
• Supervise the administration and timely renewal of the visas and residence permits of international staff and, in conjunction with the Security Unit, of staff Security Clearances and Travel Request Information Process (TRIPs).
• Attend external meetings as and when required and brief the CO management accordingly.

Talent Management

• Advise on staffing issues and oversee the elaboration of project staffing tables, including vacancies and use of temporary assistance to meet exceptional work requirements. In consultation with line managers, monitor and assess staffing needs and ensure effective workforce planning.
• Advise and support line managers in the recruitment processes for locally recruited personnel and support recruitments of international personnel, as required.
• Monitor compliance with the Performance Appraisal System (PAS) within CO and advocate for timely completion of the performance management process in line with organizational deadlines. Provide support to all staff in the CO on business-related issues. Facilitate performance management discussions between staff and supervisors, as required.
• Coordinate the planning and organizing of the staff development and training for CO in close collaboration with Human Resources Management/Staff Development and Learning (HRM/SDL). Collaborate with line managers in establishing staff development and training priorities and plans. Deliver induction and other forms of trainings to staff. Review and suggest improvements of the CO’s induction practices ensuring that the newly recruited staff are sufficiently briefed, including through an appropriately updated “Welcome Package”, and ready to assume functions in a timely manner.
• Review and assess the CO’s staff training and development needs and suggest possible improvement areas.

Monitoring and Reporting

• Assist the RMO/SRMO/ Head of Resources Management in the preparation of administrative reports that may be required in coordination with the Heads of Units/Programmes as required. Oversee the preparation of reports pertaining to personnel administration of international and national staff of CO, as required.
• Assist in monitoring the implementation of internal controls to prevent fraud and mismanagement; Review the internal controls in place in the area of human resources administration and suggest procedural improvements.
• Review audit recommendations on HR matters and, in coordination with the RMO/SRMO/ Head of Resources Management, implement them within the HR function.
• Prepare special reports and participate in and/or lead special HR projects in coordination with MAC, PAC and/or HRM.
• Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

•  Master’s degree in Human Resources, Business Administration, Industrial and Organizational Psychology, Social Sciences or a related field from an accredited academic institution with five years of relevant professional experience; or, University degree in the above fields with seven years of relevant professional experience.

Experience

•  Working experience in administration and all facets of HR, Talent acquisition, talent management, administration of staff contracts and entitlements, interpretation and implementation of staff rules and regulations and development of HR guidelines;
•  Previous working experience in an international organisation is an advantage;
•  Previous working experience in Africa and/or developing countries is an advantage; and,
•  Familiarity with the UN common system or similar systems is an advantage.

Skills

•  Ability to prepare clear and concise reports; and,
•  A high degree of computer literacy is required; good knowledge of MS Office suite and SAP is essential.

Languages

• IOM’s official languages are English, French, and Spanish.
• For this position, fluency in English is required (oral and written).
• Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.