IOM Career Jobs – Human Resources Clerk at International Organization for Migration

Job Title:    Human Resources Clerk
Organization: International Organization for Migration
(IOM)
Duty Station: Kampala, Uganda
Reports to: Human Resources Assistant
Vacancy Announcement Number: SVN 01/06/015
About US:
The International
Organization for Migration (IOM), established in 1951, is the leading
international intergovernmental organization dealing with migration.  IOM works to help ensure the orderly and
humane management of migration, to promote international cooperation on
migration issues, to assist in the search for practical solutions to migration
problems and to provide humanitarian assistance to migrants in need, including
refugees and internally displaced people. Since 1988, IOM Uganda mission
performs all of its interventions with the specific mandate to work globally
with migration related issues. We are committed to the principle that humane
and orderly migration benefits migrants and society. IOM Uganda works with the
government of Uganda, NGOs and UN agencies and receives support from donor
governments and UN funds.
Job Summary: The International Organization for
Migration IOM Human Resources Clerk will
render support in the administration of the day to day operation of the human
resources functions and duties.
Key Duties and
Responsibilities: 
  • Support
    in coordinating the recruitment process for national staff, particularly;
    collecting all the CV’s related to the advertised position, contacting all
    shortlisted applicants for interviews, coordinating with the interview
    panel on all related interview information, ensure all related materials
    required for the interview is scheduled on time, administering practical
    skills test when required and sending regret letters to all unsuccessful candidates.
  • In
    charge of maintaining and updating the personnel files for National staff
    and International Staff to ensure it includes: PHF, CV, copy of
    Passport/ID, Medical and Security Clearances, TOR, Contracts, Personnel
    Actions, Attendance Records, In-Out Time sheets, Overtime, Recruitment
    History and any other personnel related documents.
  • Manage
    all requirements of new staff to include: obtaining security certificate,
    security clearance, works stations, email address, IDs, etc.
  • Support
    in preparing contracts and Personnel Action (PA) for national staff in
    case of contract extensions, changes in, salaries and working conditions.
  • In
    charge of preparing the calculation and payment requests of consultancy
    payments.
  • Arrange
    training venues, schedules and other logistical requirements, update
    training monitor as and when applicable
  • Supporting
    in coordinating the following requirements for international staff:
    securing copies of contracts and PA from MHRO or Staffing Unit,
    information on flight itineraries, hotel bookings, ID’s security
    clearances, Entry Permits, TINs, Driving permit, DSA, TA, entitlements and
    separation formalities with other units/departments both internally and
    externally.
  • Assist
    in maintaining files of IOM General Instructions, General Bulletins as
    well as for Instructions of Memoranda issued locally related to Human
    Resources.
  • In
    charge of  preparing all Medical
    Service Plan (MSP) cards for all staff under the MSP cover and maintain an
    updated report/record of all staff covered under the MSP.
  • Maintain
    and update the HR file with all updated General Instructions, General
    Bulletins and any other HR related information updates
  • Follow
    specific instructions in relation to sensitive and confidential correspondence
    and other documents.
  • Perform
    any other related tasks as may be assigned by the IOM Human Resources
    Assistant.
Qualifications, Skills and
Experience: 
  • The
    applicants for the International Organization for Migration IOM Human Resources Clerk should have completed
    a high School Diploma.
  • A
    minimum of three years of resettlement/movement or airline experience.
  • Possess
    the ability to maintain confidentiality..
  • Ability
    to work efficiently under pressure.
  • Willingness
    to accept flexible work schedule.
  • Required
    IOM functional competencies: effective communicator, successful
    negotiator, creative and analytical thinker, active learner, team player,
    and cross cultural facilitator.
  • Computer
    literacy skills i.e. Proficient in Microsoft Office.
Languages:  Proficiency in both spoken and written English
is mandatory. Fluency in Swahili and French is an added advantage.
Personal Competencies:
Technical Competencies:
  • 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
Behavioural Competencies:
1. 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
2. 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
3. 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
4. Communication
  • Actively
    shares relevant information
  • Clearly
    communicates, and listens to feedback on, changing priorities and procedures
  • Writes
    clearly and effectively, adjusting wording to the intended audience
  • Listens
    effectively and communicates clearly, adapting delivery to the audience
5. Creativity and Initiative: Proactively develops new ways to resolve problems
6. Leadership and Negotiation:
  • Convinces
    others to share resources
  • Presents
    goals as shared interests
7. Performance Management
  • Provides
    constructive feedback to colleagues
  • Provides
    fair, accurate, timely, and constructive staff evaluations
8. 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
9. Professionalism
  • 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
10. Teamwork
  • 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
11. 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
How to Apply:
All those interested in
working with the International Organisation for Migration (IOM) should send their
resumes, evidence of previous works and three professional references
electronically via E-mail to: hruganda@iom.int.
Please clearly include the POSITION TITLE in the subject line of the email.
Deadline: 2nd July
2015
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