Senior Human Resources Assistant at International Organization for Migration (IOM)

Job Description

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Established in , IOM is the leading inter-governmental organization in the field of migration and works closely with governmental, intergovernmental and non-governmental partners. With member states, a further 8 states holding observer status and offices in over countries, 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 works to help ensure the orderly and humane management of migration, to promote international cooperation on migration issues, to assist in the search for practical solutions to migration problems and to provide humanitarian assistance to migrants in need, including refugees and internally displaced people. The IOM Constitution recognizes the link between migration and economic, social and cultural development, as well as to the right of freedom of movement.

Vacancy No. : IOMRONBO/VN//

Core Functions / Responsibilities:

In particular he/she will:

Participate in evaluation of staffing needs in the office and assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc. Carry-out and coordinate pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Health Insurance Medical Service (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc. Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input, maintain and verify data based on approvals and supporting documentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate and coordinate prompt actions; generate, edit and review reports, contract extensions, personnel actions and other related documentation. Initiating Contract renewal requests for RO Local Staff and consultants; preparation of contracts, distribution and following up to ensure signed copies are submitted (including Personnel Actions and PD’s as relevant). Monitor the contracts expiry dates and take appropriate action in good time. Monitor attendance and leave administration; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM. Carry-out and monitor a wide range of Human Resource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate. Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; create and maintain a systematic way to archive Human Resources documents (electronic and hard copies). Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc. Monitor compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system. Plan and coordinate the organization of Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records. Participate in assessments of staff training and development needs. Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard and more complex inquiries and refer the most sensitive ones as appropriate. Identify areas for improvement and highlight them 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 analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices. Provides comments on interpretation Participate in inter-agency Human Resources related working groups as assigned. Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit. Perform other related duties as assigned.

Required Qualifications and Experience

Education

High School diploma with six years of relevant experience; or, Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with four years of relevant professional experience.

Experience

Minimum 4 years’ experience in Human Resources and Administrative duties; Prior work experience with UN Agencies/international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; Internet; previous experience in SAP is a distinct advantage; and E-mail Personal commitment, efficiency and results-driven. Sound administration and organizational skills with strict attention to detail. Ability to work in a highly confidential manner Strong interpersonal skills and ability to work as part of a diverse team. Flexible and able to adapt quickly to new, different environments. Ability to work independently under pressure and able to meet deadlines

Languages

Required: For all applicants, fluency in English and Kiswahili is required (oral and written). Working knowledge of French; and/or any other UN Official language is advantageous.