Core Functions / Responsibilities:
- Assist in coordinating and monitoring the Human Resources management functions in the mission in accordance with the organization’s policies, procedures and practices.
- Participate in evaluation of staffing needs in the office and coordinate 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 and ensuring that other clearance procedures have been met.
- Coordinate and prepare selection notifications and job offers and follow up pre-employment activities including Entry on Duty (EOD) documentation and collection of supporting documentation as per requirements; coordination of EOD medical exams and follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearance, coordinate enrolment in insurance plans as appropriate, arrange and delivery of induction sessions, and route IOM personnel for security briefing, etc.
- Perform assigned role(s) in IOM’s systems and databases; monitor consistency and accuracy of data and HR documentation; verify eligibility for allowances and other benefits; monitor and follow-up on contractual situation and entitlements, payroll correctness and coordinate prompt actions; generate, edit, review and ensure correctness of reports.
- Monitor attendance and leave administration; generate, edit and analyse related reports; respond to questions concerning leave administration; guide staff and managers on request and approval procedures.
- Carry-out, coordinate 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 mission, with Regional Office, Administrative Centres and Human Resource Management in Geneva as appropriate.
- Prepare, coordinate and monitor 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 electronically. Update and maintain 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 mission’s compliance with the Performance Appraisal System (PAS) 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 Resource 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.
- Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures, participate in discussion on procedures to complement or to adapt existing ones taking into consideration the specific needs of the office. Assess the impact of changes and make recommendations.
- Identify, analyse and resolve diverse issues/problems as they arise and suggest appropriate actions.
- Assist in analysing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices
- Manage mailbox and handle wide range of enquiries on Human Resources matters and provide explanations on entitlements, rules and regulations and other HR instructions,
- Provide information to staff and managers in respect of rights, responsibilities, code of conduct and difficulties associated with work and entitlements; evaluate causes of problems or constraints and propose solutions; analyse and make recommendations for atypical or unprecedented situations involving interpretation or Human Resources policies.
- Participate in inter-agency Human Resources related working groups as assigned.
- Guide, coordinate and supervise the work of staff in the sub-unit as assigned
- Perform other related duties as assigned.
Required Qualifications and Experience
Education
- High School diploma with seven years of relevant experience; or,
- Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with five years of relevant professional experience
Experience
- Extensive experience in Human Resources, including recruitment and onboarding, HR operations, employee relations, payroll, performance management, and HR policy implementation.
- Demonstrated working experience with IOM or other international humanitarian organizations, UN Common System, in a multi-cultural setting high pace mission.
- High level of computer literacy with experience in HR IT systems and applications; working knowledge of SAP and Oracle.
Skills
- Attention to detail, ability to organize paperwork and workflows in a methodical way; solid knowledge and experience relevant working knowledge with IOM/UN Human resources and financial policies, rules and regulations.
- Excellent organization skills, and ability to prepare clear and concise reports.
- Excellent time management skills to handle multiple tasks, priorities and deadlines.
- Strong analytical skills and creative thinking ability to analyze HR data and metrics to inform decision-making.
- Strong interpersonal skills to manage relationships, teamwork and resolve conflicts.
- Strong verbal and written communication skills are essential for interacting with diverse stakeholders.
- Discreet, details and clients-oriented, patient and willingness to learn new things.
- Strong verbal and written communication skills are essential for interacting with diverse stakeholders
Languages
For this position, fluency in English, (oral and written) is required
Notes
Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).
Required Competencies
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.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
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.
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 leadership and professional potential.
- Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
- Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
- Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
- Humility: Leads with humility and shows openness to acknowledging own shortcomings.
IOM’s competency framework can be found at this link.
Competencies will be assessed during a competency-based interview.
Other
- Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
- This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
- This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
- Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
- IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
- IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies
How to apply
In order for an application to be considered valid, IOM will only accept applications received through the IOM’s Recruitment Platform Search Jobs – IOM Careers Careers (oraclecloud.com)
Interested candidates are invited to submit their applications via Oracle no later than 22 September 2024.
Applications may be sent through the links below:
Internal Candidates: View the internal job posting
External Candidates: View the external job posting
Only shortlisted candidates will be contacted.
No Fees: IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training, or other fee).
Posting period:
From 08 September 2024 until 22 September 2024.
