Human Resources Officer (Sub-Regional Office) (P2) Pretoria, South Africa At International Organization for Migration

Position Title: Human Resources Officer (Sub-Regional Office)

Duty Station: Pretoria, South Africa

Classification: Professional Staff, Grade P2

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 10 September 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:

1. Internal candidates
2. Candidates from the following non-represented member states:

Antigua and Barbuda; Barbados; Comoros; Congo (the); Cook Islands; Guinea-Bissau; Holy See; Iceland; Kiribati; Lao People’s Democratic Republic (the); Latvia; Madagascar; Marshall Islands; Micronesia (Federated States of); Namibia; Nauru; Palau; Saint Kitts and Nevis; Samoa; Sao Tome and Principe; Solomon Islands; Suriname; The Bahamas; Tonga; Tuvalu; Vanuatu

Second tier candidates include:

All external candidates, except candidates from non-represented member states.

Context:

Under the overall supervision of the Sub-Regional Director (S-RD) for Southern Africa Region, direct supervision of the Senior Resources Management Officer in Sub-Regional Office and technical guidance from the Regional Human Resources Business Partner based in Nairobi with the technical oversight of the Department of Human Resources (HRM) at Headquarters (HQ) and the Manila Administrative Centre (MAC) and Panama Administrative Centre (PAC), the Human Resources Officer will be responsible for monitoring and supporting the human resources functions of the Country Offices (COs) within Southern Africa Sub-Region (Angola, Botswana, Eswatini, Lesotho, Malawi, Mozambique, Namibia, South Africa, Zambia and Zimbabwe) and the Sub-Regional Office in Pretoria as well as for assisting the Senior Regional Resource Management Officer on human resources related issues.

Core Functions / Responsibilities:

Regional HR Support

1. In coordination with the Senior Resource Management Officer for Sub-Regional Office, provide support and guidance to the Sub-Regional Office, as well as Country Offices in the Sub-Region in managing human resources functions, such as Personnel Administration Supervision, Staff Development, Employee Relations and Disciplinary Process, Compensation and Benefits Administration and Payroll Verification, Performance Management System Administration, HR Reporting, Quality Management and Compliance.

2. Review Contracts and Personnel Action forms issued for the Chief of Missions/Heads of Offices in the COs in the Sub-RO and support the Senior Resource Management Officer in reviewing contract extension requests for international staff in Sub-RO.

3. Support the monitoring of Human Resources administration of Sub-RO staff, while ensuring HR processes are followed correctly, including but not limited to hiring, re-hiring, staff contracts, transfers, promotions, separations, benefits, and entitlements.

4. Ensure that the relevant documentation is properly archived in staff members’ personal files.

HR Administration through Oracle (ERP) – Hire to Retire Process

5. Support the timely and regular implementation of the Performance Management System in the Sub-RO and in the COs within the Region.

6. Oversee the maintenance of HR Module through oracle (ERP) in the COs in the Region to keep the information accurate and up-to-date.

7. Support the roll-out/implementation of HR Processes through Oracle including eREC.

HR Policy Implementation

8. Assist the Sub-Regional RMO in implementing IOM’s Human Resources policies, rules and regulations, as well as standards and techniques taking into account the COs activities; ensure that the COs’ administrative procedures are in place and followed, and are in accordance with the established practices.

9. Support the timely and accurate personnel administration and payroll processing of smaller Country Offices in the Region and ensure proper documentation with regards to the payroll and personnel administration.

10. Assist COs in implementation of upscaling or downsizing activities in the Region in accordance with HR policies.

Recruitment and Talent Management

11. Coordinate the Recruitment processes in COs and the Sub-RO in close liaison with the Senior Resource Management Officer and provide support to the COs in fulfilling the appropriate staff and non-staff vacancy needs, and ensure the relevant recruitment procedures are effectively applied.

12. Coordinate staff training activities in COs and the RO in close coordination with the Senior Resource Management Officer and Staff Development and Learning Unit.

13. Assist the Senior Resource Management Officer in the development of relevant internal instructions, procedures, and guidelines in coordination with HRM to complement or to adapt the general instructions of IOM with regard to human resources management functions.

14. Assist in training of staff in the Region in relevant areas of human resources management including ERP HR.

Reporting

15. Assist in the preparation of reports that may be required in coordination with the Senior Resource Management Officer, Sub-Regional Director or DHR.

16. Ensure the regular updating of the COs’ and the RO’s organigrams/staffing tables and contact lists.

17. Report regularly and bring to the attention of the Senior Resource Management Officer any relevant human resources management issues in the RO and in the Region; suggest improvements and provide recommendations.

18. Assist in tracking and monitoring regional statistics, planning for gender target achievements, and assisting Chiefs of Missions/Heads of Offices in the implementation of IOM’s Gender Policy.

19. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Human Resources, Business Administration or a related field from an accredited academic institution with two years of relevant professional experience; or,
• University degree in the above fields with four years of relevant professional experience.

Experience

• Solid working experience in administration and all facets of HR, Talent acquisition, talent management, administration of staff contracts and entitlements, interpretation and implementation of staff rules and regulations and development of HR guidelines;
• Experience on facilitating or conducting trainings;
• Experience in managing complex HR functions including in emergency setting;
• Familiarity with UN common system or similar systems;
• High level of computer literacy. Good knowledge of MS Office specifically Excel;
• Knowledge of PRISM is a distinct advantage; and,
• Working experience in the Region and/or developing countries is an added advantage.

Skills

• Demonstrated writing skills; Good knowledge of IOM/UN Human Resources and financial policies and staff rules and regulations;
• Excellent organization skills; analytical and creative thinking;
• Ability to prepare clear and concise reports and coordinate effectively the human resources and administrative activities; and,
• Knowledge of staff rules and regulations, staff entitlements and benefits, recruitment and selection practices and training programmes.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of French, Portuguese and any regional language is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

Core Competencies – behavioural indicators level 2

• 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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators level 2

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

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

This selection process may be used to staff similar positions in various duty stations. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country and who do not have prior experience outside the duty station’s country as staff member in the Professional category cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.