HR Assistant I - IOM International Organization for Migration

IOM International Organization for Migration

Vacancy Number: IOM-VN/0031 /14

Duty Station: Addis Ababa, Ethiopia

Title of Position: HR Assistant I

Position Grade: G-3 (UN Salary Scale for GS employees in Ethiopia) Type of Appointment: SST, Six months with possibility of extension

General Functions: Under the general supervision of the Chief of Mission, guidance from Resource Management Officer and direct supervision of the National Human Resource Officer (NHRO), the HR Assistant I will be responsible and accountable for providing necessary support in the management of human resources of the Mission. In particular, he/she will:

1. Assist in coordinating the recruitment process for national staffs,

2. Maintain the HR filing system and 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,

3. Maintain and update the HR file with all updated General Instructions, General Bulletins and any other HR related information updates,

4. Maintain and updating attendance records;

• Maintain the staff Clocking-in/out Machine

• Register new staff to the fingerprint machine

• Reconcile PRISM attendance records viz-a-viz monthly timesheets

5. Update the UNDSS data and keep track of progress of submission of Security Training Certificates (BSTIF and ASITF),

6. Assist in preparing general staff letters relative to HR in coordination with the HR Assistant Ill,

7. Coordinating the EOD and DAE exams in coordination with HR Assistant,

8. Process medical payments approved by HCPU Manila and Panama relating to staff confinement or treatment in hospital. Also prepare payments for all HR related medical outpatient bills with supporting documentation,

9. Processing payments and supporting calculations for staffs’ i.e consultants, interpreters, daily and hourly staff at the end of each month,

10. Assist and coordinate all logistics related to any training that involves the HR department and ensure smooth running of the training,

11. Assist in preparation IDs for new staff and any current staff,

12. Prepare monthly mail pouch to Manila/Panama/Geneva and

13. Perform any other related tasks as may be assigned.

Desirable Qualifications and skills:

a) College Diploma in Human Resource Management/Business Management or Administration or alternatively an equivalent combination of relevant training and experience;

b) Three years of professional experience in human resource Management as well as administration;

c) Experience in NGOs & International organizations is an asset;

d) High level of computer literacy is required, in particular, experience in computerised Human Resource Management software; good knowledge of MS Office specifically Excel;

e) Good communication skills, drive for results, flexibility, efficiency, respect for diversity and

f) ability to work effectively under stressful conditions and within a team of colleagues from varied cultures and professional backgrounds.

Language Thorough knowledge of English and Amharic. Knowledge of other local languages will be advantageous.

Interested Ethiopian applicants should send their motivation letter referring the vacancy number, CV written in English with photocopies of educational/training certificates to the below e-mail address or in person to our Head Office in Addis Ababa.

E-mail: RECADDlS@iom.int

Resource Management Unit

International Organization for Migration (1CM)

Bole Kefle Ketema, Kebele 02

Africa Avenue, Erkata Building

Behind Bole DH Geda Building

Addis Ababa — Ethiopia

Only short listed candidates will be contacted. Closing date for application will be Friday 27th June 2014.

We strongly encourage qualified women to apply.