Sr HR Assistant CDI
International Organization for Migration
Context:
Under the overall supervision of the Senior Regional Resource Management Officer, and the direct supervision of the Regional Human Resources Officer (RHRO), the Senior Human Resources assistant will provide support to the Human Resources functions in the Regional office (RO) in accordance with IOM’s regulations & procedures.
Core Functions / Responsibilities:
- Contribute to the smooth running of the Human Resources Unit on a daily basis;
- Participate and coordinate recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Post Descriptions for staff positions and Terms of Reference for consultants, 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.
- Act as the focal point for the Performance Appraisal System for the RO and assist in coordinating the performance management cycle of General Service Staff and National officers; Monitor that Probation evaluations are done in a timely manner;
- Assist in the organization of regional or in house HR training plans in accordance with instructions from the Staff Development and Learning unit or the regional office’s initiatives;
- Act as the focal point for time management for RO and;
- Process all personnel actions in PRISM HR (SAP);
- Act as a backup in handling Organizational Management roles in the absence of the main holder;
- Review dependents’ benefits such as insurance coverage, child/spouse allowances, and align entitlements with internal insurance rules and staff rules and regulations;
- 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 Administrative Centers and Human Resource Management in Geneva or Panama as appropriate;
- 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;
- Coordinate that staff files (both international and national) are organized as per internal standards and kept updated with all required documentation including attendance records, personal status form, family status form, personnel action forms, etc according to IOM’s rules on archiving and e-filing
- Keep an auditable record (both electronical and physical) of RO positions and recruitment files;
- Suggest and coordinate social events for both RO and with the aim of strengthening the working atmosphere;
- Follow up with the Operations unit on visa requests/renewal for long term consultants and new staff members; act as the focal point for the issuance of UN Laissez-Passer; In collaboration with the procurement unit and the security unit, coordinate appointment travels for international staff/non-staff members;
- Assist in the production of HR reports;
- Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit;
- Perform assigned role(s) in PRISM HR (SAP HR); monitor consistency and accuracy of data; verify eligibility for allowances and other benefits; monitor and follow-up on contractual situation and entitlements, time management and organization management and coordinate prompt actions; generate, edit, review and ensure correctness of reports, contract extensions, personnel actions and other related documentation.
- Perform such other duties as may be assigned.
Required Qualifications and Experience:
Education:
- Bachelor’s degree in Human Resources Management, Business Administration, Talent Management, Social Sciences or related fields from an accredited institution and five years relevant working experience
Or
- High School Diploma with seven years of relevant professional experience
Experience & Skills:
- Experience in Human Resources covering Recruitment, Salary and Benefits Administration, Training and Development, HR Information Systems, preferably in an international organization.
- Minimum of four years of relevant professional experience in a similar setting & capacity;
- Ability to maintain accuracy & confidentiality in performing responsibilities;
- Experience in the UN system, an advantage;
- Experience working with SAP HR system, an advantage;
- Excellent computer skills, especially in Word & Excel;
- Strong interpersonal & intercultural skills;
Languages
For the position advertised, fluency un French and working knowledge of English are required .
Working knowledge of local languages is an advantage.
Required Competencies:
The incumbent is expected to demonstrate the following values and competencies:
Values – all IOM staff members must abide by and demonstrate these three values:
- Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
- Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
- Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
Core Competencies – behavioural indicators level 2
- Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
- Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
- Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
- Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
- Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring, and motivational way.
If direct reports (10th row above) for SES is greater than zero, then the managerial competencies below are inserted.
Managerial Competencies – behavioural indicators level 2
- Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
- Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
- Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.
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, accreditation, any residency or visa requirements, and security clearances.
How to apply
Interested internal and external candidates are invited to submit their applications by e-mail to [email protected] , indicating: « ROWCA-HR-23-006-VN, Senior Human Resources Assistant» in the subject line.
For applications to be considered, applicants are asked to submit applications with a cover letter (no more than one page long) specifying motivation and qualifications for applying, as well as a detailed resume/CV, functional e-mail address and mobile telephone number. Incomplete applications will automatically be rejected.
Only shortlisted candidates will be contacted.
Posting Period: From 03 November to 10 November 2023