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Administrative / HR Assistant Job in Hargeisa, Somaliland

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
Type of contract: 6 months Special Short Term contract with possibility of extension

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
Or send by email to
Closing date: July 15, 2012.
Only short listed applicants will be contacted.

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