Human Resources Officer

Position Title: Human Resources Officer

Duty Station: Pemba, Mozambique

Classification: Professional Staff, Grade P2

Type of Appointment: Special short-term graded, six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 23 January 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

Context:

Under the overall supervision of the Head of Resources Management and direct supervision of Human Resources Officer ( HRO) and in close collaboration with the South Africa, Regional Office, Human Resource Management (HRM) Units at Headquarters (HQ), Manila Administrative Centre (MAC) and Panama Administrative Centre (PAC), the Human Resources Officer will be responsible for coordinating the Human Resources (HR) functions of the Country Office (CO) including its Sub-Offices.

Core Functions / Responsibilities:

Unit Management

1. Assist the HRO the Head of Resource Management (HoRM) in reviewing and monitoring the Human Resources Management services in the Country Office (CO) in accordance with the Organization’s HR rules, regulations, policies, procedures and practices and in light of project activities in the Region.
2. Supervise the maintenance of personnel files and attendance records of international, national and sub-contracted staff in the CO.
3. Facilitate the maintenance and upkeep of the CO’s HR and Training database, and in conjunction with the Security Unit, ensure staff abidance of all mandatory and recommended security briefings and trainings.

PRISM HR Administration

1. Monitor the contractual status and the administration of entitlements of local staff in the PRISM HR module. Monitor and ensure effective administration of the PRISM HR Organizational Management module.
2. Maintain the personnel files and attendance records of national staff correctly and in line with organizational standards.
3. Assist in supervising the preparation of the monthly payroll for national staff and ensure its accuracy and timeliness. Assume the responsibility for Payroll Posting and work in close coordination with HR staff in order to validate and verify the payroll simulation before the monthly pay run and posting of national staff payroll in PRISM HR.

HR Policy and Advisory

1. Coordinate with HQ, MAC and the Finance Team of CO on matters related to the benefits and entitlements to the international staff 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.
2. Assist in ensuring that the Third-Party Consultancy Management Contract is implemented.
3. Monitor and supervise the administration and timely renewal of the visas and residence permits for International staff.

Talent Management

1. Coordinate the recruitment processes in the CO in close liaison with the HRO and the Head of Resource Management (RM) and provide support to the CO in filling the appropriate staff and non-staff vacancy needs by ensuring the relevant recruitment procedures are effectively and swiftly applied.
2. Ensure that new staff are sufficiently briefed, including thorough and appropriately updated“Welcome Package”, and able to assume functions at the CO in a timely fashion.
3. In coordination with the HRO and Head of Resource Management (HoRM), ensure timely and regular implementation of the Country Offices Performance Appraisal System (PAS), encourage and provide guidance for the timely completion of the performance management process between staff and supervisor in compliance with the Organization’s deadlines.
4. Assist the HRO and the Head of Resource Management (HoRM) in coordination, planning and organization of staff development and training activities for the CO in close collaboration with Human Resources Management/ Staff Development and Learning (HRM/SDL). Collaborate with line managers to assist in establishing staff development and training priorities and plans. Deliver induction and other forms of trainings to staff.

Monitoring and Reporting

1. Assist the HRO and Head of Resource Management (HoRM) in the preparation of administrative reports that may be required in coordination with the Heads of Units/Programmes. Oversee the preparation of reports pertaining to personnel administration of international and national staff as required.
2. Discuss audit recommendations on HR matters and in coordination with the HRO and the Head of Resource Management (HoRM), implement them upon instruction within the HR function.
3. Prepare special reports as required and participate in special HR projects in coordination with HRO and Head of Resource Management (HoRM).
4. 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 two years of relevant professional experience; or
• University degree in the above fields with four years of relevant professional experience.

Experience

• High level of computer literacy with experience in HR IT systems and applications; working knowledge of SAP is an advantage;
• Experience in preparation of training modules and presentation of training sessions; and,
• Previous working experience in an international organisation is an advantage;

Skills

• Demonstrated writing skills; Good knowledge of IOM/UN Human Resources and financial policies and staff rules and regulations;
• Familiarity with the UN common system or similar systems is an advantage.
• Excellent organization skills; analytical and creative thinking; and,
• Ability to prepare clear and concise reports.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of Portuguese and another official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these five values:

• 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.

Core Competencies – behavioural indicators level 2

• 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.

Managerial Competencies – behavioural indicators level 2

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

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.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. 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.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.