Human Resources Assistant Full-Time

Context:

Under the overall supervision of the Resources Management Officer and the direct supervision of  the  Human  Resources  Officer,  the  incumbent  will  be  supporting  the  Human Resources functions of IOM Mozambique in accordance with the Organization’s rules and regulations.

Responsibilities and Accountabilities

1. Support the Human Resource functions for the National staff and non-Staff including Recruitment, Performance Management, Insurances/ Benefits, Separation process, Contract Management, and other areas as requested;
2. Maintain and keep track of national staff attendance record, leave record and working hours and ensuring that supporting documents are properly filed and in coordination with ICT Unit, generate attendance records report on monthly basis and share with staff and Project Managers;
3. Prepare and process the salary/allowance payment of the daily staff members and other non staff members (hourly staff, intern and consultant) based on the attendance sheet and/or report submitted by the project team;
4. Maintain and update Staff list/Database and submit the updated list to ICT Unit to for IOM ID card issuance and activation of email account;
5. Responsible for tracking and registration of Travel Authorizations (TA) by assigning a unique number to the TAs submitted by all staff members and ensure that TA  is complete  and  in  line  with  travel  regulation  and  coordinate  the  booking  of  air transport and accommodation of the outgoing and incoming TDYers;
6. Maintain  the  internal  control  check  list  to  HR  activities  regularly,  maintain  the updated personnel data of national, on-call staff and consultants in PRISM HR and regularly conduct PRISM HR Data Integrity;
7. Provide assistance in the Staff Development and Learning activities, including arrange and conduct new staff orientation activities, facilitate HR briefing session;
8. Ensure record keeping in accordance with the IOM standards for personnel files and other documents per the established standards within the unit; maintain updated staffing lists and database as required;
9. Assist  on  visa  requirements  and  preparation  of  Note  Verbale  as  required  for  all incoming IOM staff and official visitors in line with the regulations of the Government of Mozambique;
10. Communicate and work  closely  with  units  and  provide  guidance  on  HR  and administrative policies and procedures;
11. Support the administration  of  staff’s  security  and  safety  management  in  close coordination with Field Security Assistant. Prepare and submit Staff list on regular basis to Field Security Focal Point;
12. Bring to the  attention  of  HRO  and    RMO  any  relevant  HR    issues  and  propose corrective actions;
13. Perform any other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Human Resource Management and/or Business Administration or a related field from an accredited academic institution with two years of relevant professional experience; or
• High school diploma in the above fields with four years of relevant professional experience.

Experience

• Has a good knowledge of, and experience in human resources and administration;
• Ability to maintain accuracy & confidentiality in performing responsibilities;
• Previous working experience in an international organization and familiarity with the IOM/UN common system or similar systems is an advantage;
• Experience in safety/ security administration is an advantage.
• Proficient in computer applications; good knowledge of MS Office.
• Has previous experience and ability in using HR and accounting software  (SAP, etc).

Languages

Fluency in English and Portuguese both oral and written is a must.

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values

• Inclusion and  respect  for  diversity:  respects  and  promotes  individual  and  cultural differences; encourages diversity and inclusion wherever possible;
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct;
• Professionalism:  demonstrates   ability   to   work   in   a   composed,   competent   and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators

• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results;
• Delivering results:  produces  and  delivers  quality results  in  a  service-oriented  and timely manner; is action oriented and committed to achieving agreed outcomes;
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate;
• Accountability: takes  ownership  for  achieving  the  Organization’s  priorities   and assumes responsibility for own action and delegated work;
• Communication:  encourages  and  contributes  to  clear  and  open  communication; explains complex matters in an informative, inspiring and motivational way.

Other

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, verification of Education certificate and security clearances.

How to apply:

Interested candidates are invited to submit their applications in ENGLISH, with:

1. a) Cover letter, clearly specify suitability and availability date
2. b) Detailed  curriculum   vitae,   including   historical   salary   and   minimum   three   referees (preferably former direct supervisors).

Please submit your application by email to iommzbvacancies@iom.int , indicating the reference code above (SVN/MZ10/2020/072 – HR Assistant) as subject. The deadline for applications is 23 August 2020.

Only applicant who meets the above qualification will be considered.

No Fees:

IOM  does  not  charge  a  fee  at  any  stage  of  its  recruitment  process  (application,  interview, processing,  training  or  other  fee).  IOM  does  not  request  any  information  related  to  bank accounts.