HR & Administrative Assistant Full-Time

Context:

Under the overall supervision of the Resources Management Officer in Maputo and Chief of
Mission, the direct supervision of the Finance Officer in Pemba and the Technical Supervision of
the Human Resources Officer and in close coordination with Head of Sub Office, the incumbent will be supporting the Human Resources and Administrative functions of IOM Pemba 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 RMO, HRO and Head of Sub-office 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:

• a) Cover letter, clearly specify suitability and availability date;
• 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/MZ10/2020/015 – HR & Administrative Assistant) as subject. The
deadline for applications is 4 May 2020.

Only applicant who meets the above qualification will be considered.
Previous applicants are still valid and need not to reapply.

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