Context:
Under the overall supervision of the Head of Resources Management and direct supervision of the Human Resources Officer (HRO), and in close collaboration with the 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 and the Special Liaison Office (SLO) in Ethiopia.
Core Functions / Responsibilities:
Unit Management
- Assist the HRO/RMO/SRMO or the Head of Resource Management (RM) in reviewing and monitoring the Human Resources Management services in the Country Office (CO) and the Special Liaison Office (SLO) under the Organization’s HR rules, regulations, policies, procedures and practices and light of project activities in the Region.
- Supervise the maintenance of personnel files and attendance records of international, national, and sub-contracted staff in the CO and SLO.
- Facilitate the maintenance and upkeep of the CO’s and SLO’s HR and Training database, and in conjunction with the Security Unit, ensure staff abidance of all mandatory and recommended security briefings and training.
PRISM HR Administration
- 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.
- Maintain the personnel files and attendance records of national staff correctly and in line with organizational standards.
- 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 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
- 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 grants, home leave, rental subsidy, etc., and the administration of Rest and Recuperation travel.
- Assist in ensuring that the Third-Party Consultancy Management Contract is implemented.
- Monitor and supervise the administration and timely renewal of the visas and residence permits for International staff.
Talent Management
- Coordinate the recruitment processes in the CO and SLO in close liaison with the HRO/RMO/SRMO or the Head of Resource Management (RM) and provide support to the CO and SLO in filling the appropriate staff and non-staff vacancy needs by ensuring the relevant recruitment procedures are effectively and swiftly applied.
- Ensure that new staff is sufficiently briefed, including a thorough and appropriately updated “Welcome Package”, and able to assume functions at the CO and SLO in a timely fashion.
- In coordination with the HRO/RMO/SRMO or the Head of Resource Management (RM), ensure timely and regular implementation of the Country Office Staff Evaluation System (SES), encourage and guide the timely completion of the performance management process between staff and supervisor in compliance with the Organization’s deadlines.
- Assist the HRO/RMO/SRMO or the Head of Resource Management (RM) in coordination, planning, and organization of staff development and training activities for the CO and SLO 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 training to staff.
Monitoring and Reporting
- Assist the HRO/RMO/SRMO or the Head of Resource Management (RM) in the preparation of administrative reports that may be required in coordination with the Heads of Units/Programmes. Oversee the preparation of reports on personnel administration of international and national staff as required.
- Discuss audit recommendations on HR matters and in coordination with the HRO/RMO/SRMO or the Head of Resource Management (RM), implement them upon instruction within the HR function.
- Prepare special reports as required and participate in special HR projects in coordination with HRO/RMO/SRMO or Head of Resource Management (RM).
- Perform such other duties as may be assigned.
Required Qualifications and Experience:
- 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 HR dashboards, statistics, reporting, and mission’s organizational structure;
- Experience in preparation of training modules and presentation of training sessions; and,
- Previous working experience in an international organization is an advantage.
Skills
- Familiarity with the UN common system or similar systems is an advantage;
- Demonstrated writing skills; Good knowledge of IOM/UN Human Resources and financial policies and staff rules and regulations;
- 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 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.