Kenya: Human Resource Assistant – SSI

Organization: International Organization for Migration
Country: Kenya
Closing date: 21 Feb 2017


Open to Internal and External Candidates

Position Title Human Resource Assistant – SSI

Vacancy Notice: SVN/IOMSO/006/2017

Duty Station Nairobi, Kenya

Classification General Service Staff, Grade G5/1**

Type of Appointment Short term, six (6) months with possibility of extension

Closing Date: 21st February 2017

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.

IOM is committed to a diverse and inclusive environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.


The SSI program in Somalia is primarily a community-based, small grants initiative implemented in close coordination with the donor, with communities in priority areas, and with all levels of Government, particularly newly formed District Administrations and regional state institutions. The overall objective of the program is to support the political transition of Somalia towards a functioning and stabilized Federal State through activities that promote good governance, consolidation of the federal structure, and a receptive environment to respond to emerging political contingencies.

Under the overall supervision of the Program Manager (PM) of the Somalia Program, Somalia Office in Nairobi, Kenya and under the direct supervision of the Resource Management Officer, the incumbent will be responsible for the coordination and implementation of the Human Resources activities for the SSI project.

The HR Assistant will be expected to play an active and constructive role in supporting the Resource Management Officer and will be asked to act for him/her on HR matters during absence.

Core Functions / Responsibilities:

The Human Resource Assistant responsibilities will include, but not be limited to, the following:

  1. Follow up on renewal of contracts and extensions as approved by Program Manager in coordination the IOM-Somalia Coordination Office where necessary;

  2. Ensure timely preparation and renewal of all types of contracts and personnel actions using PRISM for national staff, interns, contract staff, consultants, and interpreters both in Kenya and Somalia offices;

  3. In close coordination with the Human Resources Unit in the IOM-Somalia Coordination Office in Nairobi, Kenya and Somalia, regularly update Personnel Information;

  4. Collect CVs, organize and participate in short listing, prepare interview documents (CVs, interviews schedules, rating sheets and protocol), contact applicants for interviews and coordinate interview questions with HODs, administer written tests and conduct interviews, follow up on preparation of CAFs, conduct reference checks, send letters of appointment, and send regret letters to unsuccessful candidates;

  5. Induct new staff and coordinate the pre-employment requirements from staff – informing them of their selection, organizing for medical checkups, sending medical results to Panama/Manila and informing candidates and HoDs of medical clearance. Sending letters of offer, and all EOD paper work for candidates to fill in, opening new files, briefing of new staff on IOM and its activities;

  6. Brief staff on their entitlements, obligation and HR policies, rules and regulations;

  7. Keep track of all active staff in employment especially temp staff and process separations of those whose contracts will not be renewed on PRISM;

  8. Maintain attendance records in the OTI in Nairobi and IOM offices in Somalia – Update all leave records and ensure that supporting documents (Annual / Sick / R&R Leave Requests) are accurate and filed for both national and international staff;

  9. Analyze timesheets and prepare payroll for temporary staff under the OTI Project;

  10. Monitor medical examinations for drivers ensure that these tests are undertaken and staffs are informed of the same in advance;

  11. Follow up with IOM Panama/Manila on MSP clearance for staff and dependents under OTI;

  12. Update the MSP list – and send to Health Claims Processing Unit (HCPU) Panama on a monthly basis and follow up submission of Annual Dependency Forms;

  13. Prepare request for payment for staff/dependents hospital bills in coordination with HCPU – Panama and HCPU – Manila and payment requests for panel physicians;

  14. Provide guidance and training to new/junior staff;

  15. Perform other duties as may be assigned

Required Qualifications and Experience


  1. University Degree in Human Resources, Social Sciences and/or related field;

  2. Knowledge of USAID HR, Finance, Procurement and Logistics policies, rules and regulations;

  3. Strong knowledge of computer applications, especially MS Word, Excel, Outlook and Access. Knowledge of SAP is an added advantage;

  4. Effectively applies knowledge of relevant Human Resources practices, coordinates and implements them within existing IOM processes;

  5. Delivers HR solutions customized to the needs of IOM and the SSI project;

  6. Adapts best Human Resources practices to the requirements of IOM and SSI project to facilitate the achievement of strategic objectives;


  7. At least 5 years work experience in Human Resources handling recruitment, payroll and benefits administration in an international organization;

  8. Mature individual, able to work independently, under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision;

  9. Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues;

  10. Demonstrated ability to maintain integrity in performing responsibilities assigned;

  11. Previous experience with UN and International Agencies, international or local NGOs is required.

  12. Ability to travel to Mogadishu.


    Fluency in English and Somali is required.

    Required Competencies


  13. Accountability – takes responsibility for action and manages constructive criticisms

  14. Client Orientation – works effectively well with client and stakeholders

  15. Continuous Learning – promotes continuous learning for self and others

  16. Communication – listens and communicates clearly, adapting delivery to the audience

  17. Creativity and Initiative – actively seeks new ways of improving programmes or services

  18. Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;

  19. Performance Management – identify ways and implement actions to improve performance of self and others.

  20. Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;

  21. Professionalism – displays mastery of subject matter

  22. Teamwork – contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation.

  23. Technological Awareness – displays awareness of relevant technological solutions;

  24. Resource Mobilization – works with internal and external stakeholders to meet resource needs of IOM.


    Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

    Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable.

    Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

How to apply:

How to apply:

Interested candidates should submit CV and a cover letter indicating the Vacancy Notice Number (SVN No) and Vacancy Name with three professional referees and their contacts (both email and telephone) to:

Closing Date: 21st February 2017. Only shortlisted candidates will be contacted.

Posting period: From 07.02.2017 to 21.02.2017