HR Assisistant Job Vacancy in Uganda at International Organization for Migration (IOM)

Job Title: HR Assisistant

International Organization for Migration (IOM)

IOM is an intergovernmental organization established in 1951, and is committed to the principle that humane and orderly migration benefits migrants and society.
Closing date: 25 Apr 2011
Location: Uganda - Kampala

Under the overall supervision of the Chief of Mission and the direct supervision of the National Administrative/Finance Officer, the incumbent will assist with the administration of the day to day operation of the human resources functions and duties. The incumbent carries out responsibilities in the following areas: performance management system, staff learning and development, organizational development, staffing, selection and recruitment, talent management while accomplishing HR objectives to provide a staff oriented, high performance culture that emphasizes quality, productivity and standards, goals attainment. In particular he/she will:

1. Assist in coordinating the recruitment process for national staff, particularly; collecting all the CV’s related to the advertised position, contacting all shortlisted applicants for interviews, coordinating with the interview panel on all related interview information, ensure all related materials required for the interview is scheduled on time, administering practical skills test when required and sending regret letters to all unsuccessful candidates.

2. Assist in maintaining and updating the personnel files for National staff and International Staff to ensure it includes: PHF, CV, copy of Passport/ID, Medical and Security Clearances, TOR, Contracts, Personnel Actions, Attendance Records, In-Out Time sheets, Overtime, Recruitment History and any other personnel related documents.

3. Assist in preparing and maintaining the payroll for IOM Kampala, the sub-offices and preparing payments for all consultants and on call staff in the mission.

4. Prepare the PEF and UNJSPF reports each month to be submitted to IOM Panama.

5. Coordinate all requirements of new staff to include: obtaining security certificate, security clearance, works stations, email address, IDs, etc.

6. Assist in preparing contracts and Personnel Action (PA) for national staff in case of changes in, salaries and working conditions.

7. Keep tracks of contract renewal and increment dates of staff and follow up decision from unit/department heads/Chief of Mission.

8. Prepare the calculation and payment requests for Driver’s overtime; salaries and overtime for temporary (on-call) staff where applicable.

9. Keep track of the timekeeping and generate reports of staff attendance on monthly basis.

10. Update all leave records and ensure that supporting documents (Annual / Sick / R&R Leave Requests) are correct and filed for both national and international staff.

11. Implement, explain and clarify entitlements of national staff based on SRR and Field Employees Management Handbook to include: Leaves, Medical Coverage and Provident Fund.

12. Arrange training venues, schedules and other logistical requirements, update training monitor as and when applicable

13. Assisting in coordinating the following requirements for international staff: securing copies of contracts and PA from MHRO or Staffing Unit, information on flight itineraries, hotel bookings, ID’s security clearances, Entry Permits, TINs, Driving permit, DSA, TA, entitlements and separation formalities with other units/departments both internally and externally.

14. Assist in maintaining files of IOM General Instructions, General Bulletins as well as for Instructions of Memoranda issued locally related to Human Resources.

15. Follow up with all Heads of Units on extension of contracts before its expiration and the monthly step increments for national staff.

16. Assist in preparing all Medical Service Plan (MSP) cards for all staff under the MSP cover and maintain an updated report/record of all staff covered under the MSP.

17. Maintain and update the HR file with all updated General Instructions, General Bulletins and any other HR related information updates

18. Responsible for HR stationery/office requisition and managing the HR stock.

19. Perform any other related tasks as may be assigned.
How to apply
The National Admin/Finance Officer
International Organization for Migration
P.O. Box 11431




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