Vacancy
Notice No: IOMSO/055/12
Position
Title: Administrative / HR Assistant
Classification: G4/01 of the UNSS for Somalia
Unit: Resource Management (Admin & HR)
Duty
Station: Hargeisa, Somaliland
General
functions
Under the
Under the overall supervision of the Resource Management Officer (RMO) Somalia
Coordination Office in Nairobi, Kenya, the general supervision of the Head of
Sub-Office (HSO) of IOM Hargeisa and the direct supervision of the
Administrative and Finance Assistant, the incumbent will perform routine and
specialized Administrative and Human Resource tasks.
Key
objectives of the role include ensuring administrative and personnel
accountability and implementing clear, efficient procedures for routine
processing tasks.
In
particular, he/she will:-
- Coordinate HR matters and refer
all issues to Head of Sub-Office for guidance.
- Coordinate staff attendance,
leave requests and overtime sheets according to established procedures.
- Assist in coordinating,
overseeing recruitment procedures for national staff.
- Maintain personnel records as
per IOM rules and regulations.
- Update and send Personnel
Establishment Form (PEF) reports to PAC-field personnel support unit on
monthly basis.
- Ensure incoming invoices for
office related and administrative expenditures are valid and that related
services were satisfactorily rendered.
- Assist the finance assistant
payroll preparation.
- Check and ensure that all
Travel Authorizations (TA’s) and expenses Claims are correctly completes
for the Finance Assistant to process the payment.
- Direct supervision of cleaners,
gardener and other support personnel to ensure service is rendered as
requested.
- Set up and maintain and up to
date inventory system for the office and prepare reports/documents as
requested.
- Follow up with other units on
renewal/cancellation/extension of local staff contracts, and other office
services providers.
- Coordinate, prepare and
administer workshops, visas and accommodation bookings for IOM staff and
other guests.
- Oversee/supervise any
construction at IOM Hargeisa. Ensure all appliances in use including
computers, servers, air-conditioning units, generator sets and other fixed
assets are working well.
- Develop, implement and maintain
the logistics for IOM Hargeisa Sub-Office, including transport,
warehousing, inventories in coordination with Procurement staff in
Hargeisa and COS Nairobi.
- Assist in tracking and follow
up stock needs in Hargeisa sub-office and attend to their distribution and
replenishment whenever needed;
- Supervise drivers and cleaning
staff; supervise vehicle maintenance and fuel consumption; manage
generator, fuel and maintenance;
- Perform other duties as may be
required from time to time, and undertake duty travel as required
Desirable Qualifications
(Educational experience and competencies):-
1. Higher
Diploma in Human Resources, Social Sciences and/or related field.
2. At least
4 years work experience in general administration, Human Resources handling
recruitment, payroll and benefits administration, of which at least 2 years in
an International Organization or NGO.
3.
Desirable IOM Competencies: A) Behavioural - Accountability, Client
Orientation, Continuous Learning, Communication, Creativity and Initiative,
Leadership and Negotiation, Performance Management, Planning and Organizing,
Professionalism, Teamwork, Technological Awareness.
B)
Technical - Delivers on set objectives in hardship situations, effectively
coordinates actions with other implementing partners, works effectively with
local authorities, stakeholders, beneficiaries, and the broader community to
advance country office or regional objectives. (Based on IOM Competency Matrix)
4. Solid
computer skills, including proficiency in MS Office package (Office, Excel,
Power Point, Outlook), internet and Email.
5.
Excellent command of both English and Somali.
Method
of Application: Interested candidates should submit
CV and a cover letter indicating the Vacancy Notice Number, with three
professional references and contacts (email or telephone) to the:
International
Organization for Migration (IOM),
Human Resources Department,
PO Box 55040-00200 Nairobi
Human Resources Department,
PO Box 55040-00200 Nairobi
Or send by
email to hrnairobi@iom.int.
Closing
date: July 15, 2012.
Only short
listed applicants will be contacted.