Senior Human Resources Officer – P4

Position Title: Senior Human Resources Officer

Duty Station: Amman, Jordan

Classification: Professional Staff, Grade P4

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 17 June 2024

Organizational Context and Scope:

IOM, UN Migration Agency in Amman, Jordan is looking for a Senior Human Resources Officer who will be responsible and accountable for leading and managing the Human Resources functions of Gaza Response.

Core Functions / Responsibilities:

Unit Management

1. In coordination with the Chief RMU, lead the Human Resources Management function,including oversight of the human resources activities at Sub-Offices in accordance with the Organization’s policies, procedures and practices. Advise the Chief RMU and the Regional Crisis Coordinator on interpreting and applying Human Resources policies, rules and regulations, as well as standards and techniques taking into account the Gaza Response activities.
2. Work in coordination with the hiring manager ensuring identifying, attracting and deploying the best talent and to achieve workforce diversity. Flag any challenges to the Chief RMU and propose measures that should be taken.
3. Liaise with external IOM partners as well as with other IOM Country Offices as necessary. Act as a Focal Point for the external Human Resources (HR) Companies in terms of recruitment and deployment staff. Review and process all HR related administrative documentation received from the external HR Companies, partners, etc.
4. Ensure Duty of Care of all the staff, part of the Gaza, response promoting health and wellbeing, facilitating safe and secure environment, and fostering a fair, caring and inclusive workspace.
5. Keep Staff Counsellors Country, Regional Office (RO) and Headquarters (HQ) informed ofthe staff going for Rest and Recuperation (R&R) and Travel on Duty (TDY) and ensure they are provided with adequate support.

PRISM HR Administration

1. Ensure the data and information is up to date in PRISM HR module. In coordination with the Human Resources Advisory Service (HRAS) Unit in PAC and the RO, coordinate and implement new salary scales for local staff. Monitor and ensure effective administration of the PRISM HR Organizational Management module.
2. Ensure the personnel files and attendance records of national staff are maintained correctly and in line with organizational standards.
3. Provide oversight and approval 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

1. Provide training and roll-out and implementation of new policies, instructions and procedures for the HR team.
2. Propose appropriate and effective administrative procedures in human resources administration, reflecting the Gaza Response needs. Bring sensitive issues to the attention of the Chief Resource Manager and Regional Crisis Coordinator.
3. Implement personnel policies and procedures for the national staff. Ensure that the 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.
4. 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.
5. In coordination with Chief Resources Management, advise Project/Cluster Managers on staffing and other personnel issues, including leave entitlements/planning and overtime administration. Ensure the organigramme/staffing tables and contact lists are regularly updated.
6. Liaise with HQ, MAC and the Finance Unit 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.
7. 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.
8. Ensure 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).
9. Attend external meetings as and when required and brief the senior management accordingly.

Talent Management

1. 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.
2. Advise and support line managers in the recruitment processes for locally recruited personnel and support recruitments of international personnel, as required.
3. Monitor compliance with the Performance Apprisial System (PAS) and advocate for timely completion of the performance management process in line with organizational deadlines. Provide support to all staff in on business-related issues. Facilitate performance management discussions between staff and supervisors, as required.
4. Coordinate the planning and organizing of the staff development and training 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 strengthening the leadership culture. Deliver induction and other forms of trainings to staff. Review and suggest improvements of the 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.
5. Review and assess the staff training and development needs and suggest possible improvement areas.

Monitoring and Reporting

1. Assist the Chief Resources Management in the preparation of administrative reports thatmay 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, as required.
2. Ensure implementation of internal controls and audit trails in the HR processes, transactions and documents is always kept up to date for audit review.
3. Ensure that the internal controls to prevent fraud and mismanagement in the area of human resources are in place and suggest procedural improvements to the Chief of Resource Management.
4. Review audit recommendations on HR matters and, in coordination with the Chief Resources Management, implement them within the HR function.
5. Prepare special reports and participate in and/or lead special HR projects in coordinationwith MAC, PAC and/or HRD.
6. Travel on short notice within the countries of Gaza response will be required.
7. 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 seven years of relevant professional experience; or
• University degree in the above fields with nine 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.
• Working experience in complex setting 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 isessential.

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 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.