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Clerk Job in Nairobi Kenya - HR

Vacancy Notice: IOMKE/VN/35/2013

Position Title: Human Resources Clerk

Position Grade: G3

Duty Station: Nairobi, Kenya

Seniority band: Band IV

Job family: Support

Organizational unit: Human Resources Department

Position number: n/a

Position rated: Yes

Subject to rotation: no

Reporting directly to: Sr Human Resources Assistant

Overall Supervision by: Human Resources Officer

Managerial responsibility: None

Directly reporting staff: None

II. Organizational Context and Scope

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and
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.

The Human Resources Department undertakes a support function in the operational and programming activities of the IOM Regional Coordination Mission in Nairobi.

The department’s functional activities include implementing human resources management policies to support the Mission’s strategy and the organization's structure through the recruitment, retention, evaluation and professional development of competent and motivated staff, maintaining conditions of service, benefits and entitlements and ensuring adherence to the established Staff Regulations and Rules and related policy instructions and guidelines.

III. Responsibilities and Accountabilities

  • Under the overall supervision Human Resources Officer and the direct supervision of the Sr. Human
  • Resources Assistant, the incumbent’s responsibilities will include the following
  • Open files for all newly hired staff, maintain the current HR filing system, ensure all files are updated with the right documents and ensure safe custody of all the files.
  • Undertake regular checks in all the staff personal files to ensure that the files are updated.
  • Follow up from staff on any pending and yearly compulsory documents required.
  • Responsible for the archival process of old files as per IOM regulations.
  • Prepare payments for all HR related medical outpatient bills with supporting documentation.
  • Assist in preparing payments and supporting calculations for all Oncall staff i.e. Childminders, translators, casual staff as required and in the absence of the HR Assistant I.
  • Responsible for handling any queries regarding the payments in the absence of the HR Assistant I.
  • Prepare Overtime calculations for Drivers in coordination with the Sr HR Assistant
  • Responsible for preparing Purchase orders and Stores Requisition forms required in the department in coordination with the Sr HR Assistant
  • Responsible for distributing and issuing approved contracts to staff and following up to ensure the signed copies are received and filed on time.
  • Prepare Friday mail pouch to Manila/Panama/Geneva
  • Update, keep track of progress of submission of Security Training Certificates (BSTIF and ASITF).
  • Prepare all MSP cards for all National staff under the MSP cover.
  • Prepare job IDs for new staff and any current staff as required using the ID machine.
  • Coordinating the EOD, Exit, PME and DAE exams in coordination with the Sr HR Assistant.
  • Responsible for distribution of payslips to all local staff.
  • Responsible for distribution of the monthly timesheets to all staff in Kenya and following up on submission of the signed copies from the staff.
  • Assist in contacting all short listed applicants for interviews, coordinating room availability and distributing the interview schedule, ensure that all interview related material is available, administering practical skills test when required.
  • Assist in coordinating all logistical preparation and coordination of training and events that involves the HR department and ensure smooth running.
  • Coordinating the weekly Medical and Duty Officer rosters.
  • Assist in preparing general staff letters relative to HR in coordination with the SR HR Assistant.
  • Maintain and update the HR file with all updated General Instructions, General Bulletins and any other HR related information updates
  • Perform any other related tasks as may be assigned from time to time

IV. Competencies

The incumbent is expected to demonstrate the following technical and behavioural competencies.


  • Accountability
  • Accepts and gives constructive criticism
  • Follows all relevant procedures, processes, and policies
  • Meets deadline, cost, and quality requirements for outputs
  • Monitors own work to correct errors
  • Takes responsibility for meeting commitments and for any shortcomings

Client Orientation
  • Identifies the immediate and peripheral clients of own work
  • Establishes and maintains effective working relationships with clients
  • Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries

Continuous Learning
  • Contributes to colleagues' learning
  • Demonstrates interest in improving relevant skills
  • Demonstrates interest in acquiring skills relevant to other functional areas
  • Keeps abreast of developments in own professional area

  • Actively shares relevant information
  • Clearly communicates, and listens to feedback on, changing priorities and procedures
  • Writes clearly and effectively, adapting wording and style to the intended audience
  • Listens effectively and communicates clearly, adapting delivery to the audience

Creativity and Initiative
  • Proactively develops new ways to resolve problems

Leadership and Negotiation
  • Convinces others to share resources
  • Presents goals as shared interests

Performance Management
  • Provides constructive feedback to colleagues
  • Provides fair, accurate, timely, and constructive staff evaluations
  • Uses staff evaluations appropriately in recruitment and other relevant HR procedures

Planning and Organizing
  • Sets clear and achievable goals consistent with agreed priorities for self and others
  • Identifies priority activities and assignments for self and others
  • Organizes and documents work to allow for planned and unplanned handovers
  • Identifies risks and makes contingency plans

  • Effectively applies knowledge of relevant Human Resources theories and practices, and recognizes their application within existing IOM processes
  • Delivers Human Resources solutions customized to the needs of IOM
  • Masters subject matter related to responsibilities
  • Identifies issues, opportunities, and risks central to responsibilities
  • Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation
  • Persistent, calm, and polite in the face of challenges and stress
  • Treats all colleagues with respect and dignity
  • Works effectively with people from different cultures by adapting to relevant cultural contexts
  • Knowledgeable about and promotes IOM core mandate and migration solutions

  • Actively contributes to an effective, collegial, and agreeable team environment
  • Contributes to, and follows team objectives
  • Gives credit where credit is due
  • Seeks input and feedback from others
  • Delegates tasks and responsibilities as appropriate
  • Actively supports and implements final group decisions
  • Takes joint responsibility for team's work

Technological Awareness
  • Learns about developments in available technology
  • Proactively identifies and advocates for cost-efficient technology solutions
  • Understands applicability and limitation of technology and seeks to apply it to appropriate work

  • Effectively applies knowledge of IOM procedures, guidelines, practices and instructions in day to day work

V. Education and Experience
  • Completed Secondary School certificate with a diploma in Human Resources, Business Administration or related field from a recognized institution;
  • 3 years working experience in general administration, i.e. filing, encoding data, sorting data or a similar capacity preferably with an International Organization;
  • Prior experience in usage of HR Information Systems or Database required – knowledge of SAP an added advantage
  • Solid computer skills, including proficiency in MS Office Packages (Office, excel, Power point, outlook) internet and E-mail
  • Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.
  • Mature individual, able to work independently under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision.

VI. Languages

Required: Fluency in both written and spoken English and Kiswahili.

Mode of Application:

Submit cover letter and CV including daytime telephone and e-mail address to:-

International Organization for Migration (IOM),
Human Resources Department,
P.O.Box 55040 – 00200,
Nairobi, Kenya

or send via e-mail to

Closing Date: 25th November, 2013

Only shortlisted applicants will be contacted

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