Human Resources Officer (P3) Juba, South Sudan At International Organization for Migration

Position Title: Human Resources Officer

Duty Station: Juba, South Sudan

Classification: Professional Staff, Grade P3

Type of Appointment: Special short-term graded, 9 months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 19 August 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; Cabo Verde; 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 Chief of Mission (CoM) and direct supervision of the Head of Resources Management, and in close collaboration with the Regional HR Business Partner for East, Horn and Southern Africa Region, Human Resource Management (HRM) Units at Headquarters (HQ), Manila Administrative Centre (MAC) and Panama Administrative Centre (PAC), the Human Resources Officer will be responsible and accountable for managing the Human Resources functions of CO.

Core Functions / Responsibilities:

Unit Management

1. In coordination with the Head of Resources Management, oversee the Human Resources Management function, including its Sub-Offices in accordance with the Organization’s policies, procedures and practices. Advise the Head of Resources Management and the COM on interpreting and applying Human Resources policies, rules and regulations, as well as standards and techniques taking into account the Country Office’s activities.

2. Supervise and monitor the work of the HR staff in carrying out all human resources administrative transactions, including preparation of contracts and personnel actions, updating SAP/ERP HR as well as processing of contracts.

3. Ensure that the personnel files and attendance records of International and national staff, as well as the HR tracking systems of CO are well maintained and regularly updated. Facilitate the maintenance and upkeep of the CO’s HR/Training database.

4. Liaise with external IOM partners as well as with other IOM Country Offices as necessary. Act as a Focal Point for the external HR Companies in terms of recruitment and deployment of non-IOM staff for the work in emergency areas. Review and process all HR related administrative documentation received from the external HR Companies. Ensure that contractual management and entitlement of Third-Party Contractors (TPCs) is properly implemented in line with the global and country service level agreement (SLA).

HR Administration – SAP/ERP

5. Maintain the CO’s PRISM HR module and keep its information up to date. In coordination with the Human Resources Advisory Service (HRAS) Unit in PAC and the RO, coordinate and implement new salary scales. Monitor and ensure effective administration of the SAP/ERP HR Organizational Management module.

6. Maintain the personnel files and attendance records of national staff correctly and in line with organizational standards.

7. Supervise the preparation of the monthly payroll for national staff and ensure its accuracy and timeliness. Ensure that its validation and verification has been conducted prior to payroll posting and the necessary projectization adjustments have been conducted exclusively through the SAP/ERP HR.

HR Policy and Advisory

8. Assist with roll-out and implementation of new policies, instructions and procedures within CO.

9. Propose appropriate and effective administrative procedures in human resources administration, reflecting the CO’s needs. Bring sensitive issues to the attention of the supervisor.

10. Implement personnel policies and procedures for the national staff. Ensure that the CO’s HR processes and actions (including, inter alia, selection, recruitment, retention, professional development and training activities, separation and end-of-contract duties) remain consistent with the relevant policies and procedures.

11. Oversee the contractual situation and the administration of entitlements of local staff (including, inter alia, health insurance and Compensation Plan (CP) inclusion, step increases, family allowances, etc.) as well as requests for promotions, recruitment, separation, etc.

12. In coordination with Head of Resources Management, advise Project Managers on staffing and other personnel issues, including leave entitlements/planning and overtime administration. Ensure the CO’s organigramme/staffing tables and contact lists are regularly updated.

13. Liaise with HQ, MAC and the Finance Unit of the CO on matters related to the benefits, entitlements and privileges of international staff, including the delivery of these benefits and entitlements in the field such as, Danger Pay, Health Insurance/ Medical Service Plan (HI/MSP), Educational Grant, Home Leave, Rental Subsidy, etc., and the administration of Rest and Recuperation travel.

14. In coordination with the Office of Legal Affairs (LEG) and HRAS as required, support in managing administrative actions and in addressing grievances and resolving disciplinary matters.

15. Supervise the administration and timely renewal of the visas and residence permits of international staff and, in conjunction with the Security Unit, of staff Security Clearances and Travel Request Information Process (TRIPs).

16. Attend external meetings as and when required and brief the CO management accordingly.

Talent Management

17. Advise on staffing issues and oversee the elaboration of project staffing tables, including vacancies and use of temporary assistance to meet exceptional work requirements. In consultation with line managers, monitor and assess staffing needs and ensure effective workforce planning.

18. Advise and support line managers in the recruitment processes for locally recruited personnel and support recruitments of international personnel, as required.

19. Monitor compliance with the Performance Appraisal System (PAS) within CO and advocate for timely completion of the performance management process in line with organizational deadlines. Provide support to all staff in the CO on business-related issues. Facilitate performance management discussions between staff and supervisors, as required.

20. Coordinate the planning and organizing of the staff development and training for CO in close collaboration with Human Resources Management/Staff Development and Learning (HRM/SDL). Collaborate with line managers in establishing staff development and training priorities and plans. Deliver induction and other forms of trainings to staff. Review and suggest improvements of the CO’s induction practices ensuring that the newly recruited staff are sufficiently briefed, including through an appropriately updated “Welcome Package”, and ready to assume functions in a timely manner.

21. Review and assess the CO’s staff training and development needs and suggest possible improvement areas. In coordination with Staff Welfare Officer and Field Security Officers, contribute to the discussions on improving staff safety, security and wellbeing, and ensure that staff counselling services are provided when needed.

Monitoring and Reporting

22. Assist the Head of Resources Management in the preparation of administrative reports that may be required in coordination with the Heads of Units/Programmes as required. Oversee the preparation of reports pertaining to personnel administration of international and national staff of CO, as required.

23. Assist in monitoring the implementation of internal controls to prevent fraud and mismanagement; Review the internal controls in place in the area of human resources administration and suggest procedural improvements including development of HR systems, SOPs as well as process flow charts.

24. Review audit recommendations on HR matters and, in coordination with the Head of Resources Management, implement them within the HR function.

25. Prepare special reports and participate in and/or lead special HR projects in coordination with MAC, PAC and/or HRM.

26. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Master’s degree in Human Resources, Business Administration, Industrial and Organizational Psychology, Social Sciences or a related field from an accredited academic institution with five years of relevant professional experience; or,
• University degree in the above fields with seven 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 in field emergency operations and management of complex HR functions;
• Experience on capacity building and in conducting trainings;
• Solid experience on the management of Third Party Contractors (TPCs);
• Previous working experience in an international organisation is an advantage;
• Previous working experience in Africa and/or developing countries is an advantage; and,
• Familiarity with the UN common system or similar systems is an advantage.

Skills

• Ability to prepare clear and concise reports;
• A high degree of computer literacy is required; good knowledge of MS Office suite and SAP is essential; and,
• Proven ability to supervise, coach, and direct staff, and manage a team in emergency and transitional contexts.

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 Arabic 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 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 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.