Senior Human Resources Assistant
The International
Organization for Migration (IOM) is the UN Migration Agency. With 174 member
states it is committed to the principle that humane and orderly migration
benefits migrants and society. Established in 1951 and now active in over 400
field locations worldwide,
IOM works with partners, government and civil society to:
- Assist in meeting the operational challenges of migration and
mobility
- Advance understanding of migration issues
- Encourage social and economic development through migration;
and
- Uphold the human dignity and well-being of migrants and
mobile populations.
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. 6. 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. 10. 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. Supervise and train new/junior staff in the unit.
- Perform other related duties as assigned.
Education, Skills & Experience
- High School diploma with six years of relevant experience;
- Bachelor’s degree in Human Resources, Business
Administration, Psychology or related field with four years of relevant
professional 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.
- 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.
- Other Any offer made to the candidate in relation to this
vacancy notice is subject to funding confirmation.
- Appointment will be subject to certification that the
candidate is medically fit for appointment and verification of residency,
visa and authorizations by the concerned Government, where applicable.
How To Apply
Submit cover letter
indicating the Position Title & Vacancy Notice Number (VN No.), and CV with
telephone and e-mail contacts including 3 Referees (Supervisors) to: IOM, RO
Human Resources Department, via e-mail to ronairobihrdrec@iom.int Closing
Date: 08 August 2023 Only Shortlisted Applicants will be contacted.
