Human Resources Officer (P)

Introduction Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move. IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn more about IOM’s workplace culture at IOM workplace culture | International Organization for Migration . 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: Internal candidates Candidates from the following IOM Member States that are not represented among staff members in the Professional and higher categories: Bahamas, Barbados, Cabo Verde, Comoros, Congo (the), Cook Islands, Dominica, Federated States of Micronesia, Grenada, Guinea-Bissau, Holy See, Iceland, Israel, Kiribati, Marshall Islands, Namibia, Nauru, Palau, Saint Kitts and Nevis, Saint Lucia, Samoa, Sao Tome and Principe, Seychelles, Solomon Islands, Suriname, Timor-Leste, Tonga, Trinidad and Tobago, Tuvalu, Vanuatu Second tier candidates include: All external candidates, except candidates from non-represented member states of IOM. Organizational Context and Scope Under the overall supervision of the Chief of Mission (CoM) or Head of Office (HoO) and direct supervision of Human Resources Officer (HRO)/Resources Management Officer (RMO)/Senior Resources Management Officer (SRMO)/ or the Head of Resources Management (RM), and in close collaboration with the Regional Office (RO), Department of Human Resources (DHR), and Administrative Centres, the Human Resources Officer will be responsible for coordinating the Human Resources (HR) functions of the Country Office (CO) including its Sub-Offices. As Senegal serves as a Country Office with Coordinating Functions (COCF), the Human Resources Officer will also provide technical HR guidance, coordination, and support, as required, to Country Offices within the assigned Area of Responsibility (AoR), currently comprising The Gambia, Sierra Leone, Cabo Verde, and Guinea-Bissau, in line with delegated institutional responsibilities. Unit Management 1. Assist the HRO/RMO/SRMO or the Head of Resource Management (RM) in reviewing and monitoring the Human Resources Management services in the Country Office (CO) in accordance with the Organization’s HR rules, regulations, policies, procedures, and practices and in light of project activities in the Region. 2. Supervise the maintenance of personnel files and attendance records of international, national, and sub-contracted staff in the CO. 3. Facilitate the maintenance and upkeep of the CO’s HR and Training database, and in conjunction with the Security Unit, ensure staff abidance of all mandatory and recommended security briefings and trainings. Administration of the HR Module 4 . Monitor the contractual status and the administration of entitlements of local staff in the HR module. Monitor and ensure effective administration of the HR module. 5. Maintain the personnel files and attendance records of national staff correctly and in line with organizational standards. 6. Coordinate preparation for the monthly payroll for national staff and ensure its accuracy and timeliness. Assume assigned roles for the payroll process and work in close coordination with HR staff in order to validate and verify the payroll data. HR Policy and Advisory 7. Coordinate with HQ, MAC, and the Finance Team of CO on matters related to the benefits and entitlements of the international staff 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. 8. Assist in ensuring that the Third-Party Consultancy Management Contract is implemented. 9. Monitor and supervise the administration and timely renewal of the visas and residence permits for international staff. Talent Management 10. Coordinate the recruitment processes in the CO in close liaison with the HRO/RMO/SRMO or the Head of Resource Management (RM) and provide support to the CO in filling the appropriate staff and non-staff vacancy needs by ensuring the relevant recruitment procedures are effectively and swiftly applied. 11. Ensure that new staff are sufficiently briefed, including a thorough and appropriately updated “Welcome Package”, and able to assume functions at the CO in a timely fashion. 12. In coordination with the HRO/RMO/SRMO or the Head of Resource Management (RM), ensure timely and regular implementation of the performance management system; encourage and provide guidance for the timely completion of the performance management process between staff and supervisor in compliance with the Organization’s deadlines. 13. Assist the HRO/RMO/SRMO or the Head of Resource Management (RM) in coordination, planning, and organization of staff development and training activities for the CO in close collaboration with relevant units at HQ. Collaborate with line managers to assist in establishing staff development and training priorities and plans. Deliver induction and other forms of training to staff. Monitoring a nd Reporting 14 . Assist the HRO/RMO/SRMO or the Head of Resource Management (RM) in the preparation of administrative reports that may be required in coordination with the Heads of Units/ Programmes. Oversee the preparation of reports pertaining to personnel administration of international and national staff as required. 15. Discuss audit recommendations on HR matters and, in coordination with the HRO/RMO/SRMO or the Head of Resource Management (RM), implement them upon instruction within the HR function. 16. Prepare special reports as required and participate in special HR projects in coordination with the HRO/RMO/SRMO or the Head of Resource Management (RM). 17. 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 two years of relevant professional experience; or, University degree in the above fields with four years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience High level of computer literacy with experience in HR IT systems and applications; Experience in preparation of training modules and presentation of training sessions; Previous working experience in an international organisation is an advantage; and, Familiarity with the UN common system or similar systems is an advantage. Skills Demonstrated writing skills; Good knowledge of IOM/UN Human Resources and financial policies and staff rules and regulations; Excellent organizational skills; analytical and creative thinking; and, Ability to prepare clear and concise reports. Languages For this position, fluency in English and French is required (oral and written). Working knowle