Human Resources Assistant – IOM Kigali, Rwanda (Deadline: July 23,2018)

Open to Internal and External Candidates

Position Title


Human Resources Assistant

 Organizational Unit


 Resource Management Department

 Duty Station


 IOM Kigali, Rwanda



 General Service Staff, Grade G5 (UN salary Scale for GS staff)

Type of Appointment


 Special fixed term, nine (9) months with possibility of extension

Estimated Start Date


 As soon as possible

 Closing Date


 July 23, 2018

 Reference Code


 VN2018/11 – RW


Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 environment. Applications from qualified female candidates are especially encouraged. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.


Under the direct supervision of the Resource Management Officer and overall supervision of the Chief of Mission, the Human Resources Assistant is responsible for the coordination and implementation of the Human Resources activities in IOM Rwanda mission.

Core Functions / Responsibilities:

1.Create and maintain a filing system for the unit including:

•maintain the current HR filing system,

•ensure all files are updated with the right documents and ensure safe custody of all the files.

•Undertake regular checks in all the staff personal files to ensure that the files are updated.

2.Monitor contract’s expiration and coordinate timely contract extension with managers.

3. Follow up from staff on any pending and yearly compulsory documents required.

4.Provide technical guidance to managers for the preparation of Terms of Reference (TOR), review TOR and provide inputs in grade leveling and send the TOR for proper rating.

5.Performs and coordinate recruitment processes as required following the IOM Recruitment Guidelines.

6.Coordinate the shortlisting and interview process as required in the field office as per IOM Recruitment guidelines

7.Induct new staff and following up on pre-employment requirements as per the HR guidelines.

8.Operate the Payroll system for IOM Rwanda in particularly:

•    Prepare payroll and projectization;

•    Generate file for banking transfer;

•    Prepare the payment requests as per approved payroll.

9.Coordinate the promotion and reclassification exercise for the national staff upon the Head of departments request.

10.Process the separation documents for National staff, particularly:

•    Prepare the separation notice based on the request from Heads of Departments;

•    Prepare and coordinate with PAC the separation clearance form

•    Prepare the payment request for separation payment.

11. Coordinate Staff Evaluation System (SES)

12. Maintain and update the Rosters for on-call staff (Interpreters, Nurses, Radiologists, Lab technicians etc.) for use by the relevant departments.

13.Coordinating staff Mandatory medical exams (EOD, Exit, PME and DAE)

14.Advise staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer the most sensitive/complex ones.

15.Identify areas for improvement and highlight to the supervisor; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office. Assist in analysing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices.

16.Participate in inter-agency HR related working groups as assigned.

17.Provide guidance and training to new/junior staff in the unit.

18.Perform any other related task as may be assigned.

Required Qualifications and Experience


  • High School certificate/diploma from an accredited academic with five (5) years of relevant professional experience or,
  • Bachelor Degree in Social Sciences, Finance, Business Administration, or related fields with 3 years of relevant professional experience


  • Maintains confidentiality and discretion in appropriate areas of work;
  • Good administrative skills and knowledge.
  • Knowledge and prior experience in basic Human Resource and accounting is required.
  • Proficiency in computer skills, including proficiency in MS Office Packages (Office, excel, Power point, outlook) internet and E-mail and experience in working with databases and online applications.
  • Prior experience in usage of SAP an added advantage.
  • Strong interpersonal and intercultural skills with proven ability to work effectively and harmoniously with a team of colleagues.
  • Mature individual, able to work independently under pressure, able to maintain accuracy, paying attention to details, meeting deadlines and working with minimal supervision.
  • Demonstrated ability to maintain accuracy and confidentiality in performing responsibilities.
  • Ability to work in a multicultural environment.


Fluency in English and Kinyarwanda is required. Knowledge of French and Swahili is an added advantage

Required Competencies


  • Accountability – takes responsibility for action and manages constructive criticisms
  • Client Orientation – works effectively well with client and stakeholders
  • Continuous Learning – promotes continuous learning for self and others
  • Communication – listens and communicates clearly, adapting delivery to the audience
  • Creativity and Initiative – actively seeks new ways of improving programmes or services
  • Leadership and Negotiation – develops effective partnerships with internal and external stakeholders;
  • Performance Management – identify ways and implement actions to improve performance of self and others.
  • Planning and Organizing – plans work, anticipates risks, and sets goals within area of responsibility;
  • Professionalism –  displays mastery of subject matter
  • Teamwork – contributes to a collegial team environment; incorporates gender-related needs, perspectives, concerns and promotes equal gender participation.


Appointment will be subject to certification by the Organization’s (IOM’s) Medical Officer, based on a medical examination(s), that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the Government of Rwanda, where applicable.

This application is open to all Rwandese citizen and any other foreign national as long as such an applicant has a right of residence and right to work in Rwanda at the time of application (IOM will not be responsible in securing such Visas or authorisations from the Government of Rwanda, any applicant of foreign nationality must provide authentic certification from Government of Rwanda in regard to right of residency and right to work in Rwanda at the time of application).

How to apply

Interested candidates are invited to submit their applications to by 23 July 2018 at the latest, referring to this advertisement.

The subject of your e-mail MUST indicate the Position title and reference code.

In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page) and résumé (CV) highlighting the required education and experience

Only shortlisted candidates will be contacted.


Beware of scammers

-Remember that you should never have to pay for anything to get a job.
-Don't give out your credit card or bank account information over the phone to a company unless you're familiar with them and have agreed to pay for something. Anyone who has your account information can use it.
-If a company or organization is mentioned in an ad  contact that company or check the official website to find out if the company really is hiring.


Please enter your comment!
Please enter your name here