VN 142/2023
Recruitment Operations Assistant
Manila (Global) Administrative Centre (MAC)
Philippines
Open to Internal and External Candidates
Job classification : General Staff
Grade : G-4
Duty station : Manila (Global) Administrative Centre (MAC)
Type of Appointment : Fixed term, one year with possibility of extension
Closing date : 15 Aug 2023
Duration of Assignment : One Year with possibility of extension
Salary : Php 540,912 per annum net of taxes
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 work environment. 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.
Context
Under the overall supervision of the head of Recruitment Unit and the direct supervision of the Human Resource Officer, the successful candidate will be part of the global recruitment team (MHRO-REC) supporting the unit in managing all recruitment adjacent tasks to ensure the efficiency of service delivery. In addition, the successful candidate will provide support in the recruitment and selection process of the professional category (worldwide) and general service category (HQ).
Core Functions / Responsibilities
- Initiate background check requests from follow through till completion and coordinate with relevant stakeholders as appropriate on the required information.
- Carry out ad hoc educational verification of candidates to ensure validity of presented records.
- Ensure timely processing of recruitment unit’s third party vendors’ invoices and requests such as job boards, consultants, etc.
- Collect the required information to effect costs recovery from hiring offices on the use of services that are subject to charge back.
- Assist the Human Resource Officer in the creation of training materials on the use of Applicant Tracking System.
- Attend to basic queries received in the Recruitment Unit’s mailboxes including queries from candidates, trouble-shooting support, and escalation of technical issues. Distribute queries and requests received in the mailboxes to the relevant team members.
- Screen applications and send vacancy closing notification to panel members.
- Close requisitions in the applicant tracking system and notify unsuccessful candidates on the status of applications.
- Conduct initial review of panel compositions and provide access for panel members and HR focal persons.
- Assist in maintaining a roster of suitable candidates, keep track of rostered lists based on area of expertise and update the list based on eligibility.
- Support in data clean-up activities for data integrity/accuracy and update recruitment tracker in collaboration with other Recruitment Assistants as applicable.
- Backstop the Recruitment and Social Media Assistant when required.
- Perform other recruitment related duties as may be assigned from time to time.
Education
- University degree in Human Resources Management, Business Administration or a related field from an accredited academic institution with two (2) years of relevant experience; or,
- Completed High school / Secondary school education with four (4) years of relevant experience.
Experience
- Experience working in a multi-cultural setting an advantage.
- Experience in recruitment operations and administrative support.
- High level of computer literacy, experience with HR IT systems and applicant tracking system is an advantage.
- Demonstrated organizational and time management skills.
- Outstanding verbal and written communication skills and ability to present ideas in a user-friendly language.
- Ability to work independently as well as part of a team and to thrive in a fast-paced environment.
- Proven networking skills and demonstrated client-service orientation.
Languages
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
Values
Inclusion & respect for diversity
- Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
- Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
- Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
- Challenges prejudice, biases and intolerance in the workplace.
Integrity & transparency
- Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
- Delivers on commitments; manages the organization’s resources reliably and sustainably.
- Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
- Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
- Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
Professionalism
- Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
- Seeks to raise professional standards in self and others through daily work and activities.
- Adapts quickly to change and is decisive and versatile in face of uncertainty.
- Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Core Competencies
Accountability
- Accepts personal responsibility for quality and timeliness of work.
- Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
- Operates in compliance with organizational regulations and rules.
- Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
Communication
- Presents information using language and sequence of ideas that is easy for recipients to understand.
- Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
- Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
- Listens carefully and genuinely to the views and positions of others; acts on received information.
Managing and sharing knowledge
- Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
- Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
- Puts new learning into practice and draws on diverse sources of ideas and inspiration.
- Contributes to the identification of improvements to work processes and assists in implementing them.
Teamwork
- Establishes strong relationships with colleagues and partners; relates well to people at all levels.
- Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
- Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
- Coordinates own work with that of the team to meet agreed priorities and deadlines.
Delivering results
- Produces quality results and provides quality services to clients.
- Meets goals and timelines for delivery of products or services.
- Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
- Shows understanding of own role and responsibilities in relation to expected results.
How to apply
Interested applicants may send their applications to hrmanila@iom.int no later than 15 August 2023. VN Number and Position Title (VN 142/2023 – Recruitment Operations Assistant) should be specified in the SUBJECT field.
Applications must consist of a cover letter, a duly-accomplished IOM Personal History Form, and a résumé highlighting education and experience relative to the above qualifications.
IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.
Only shortlisted candidates will be contacted.
Kindly note that this position is subject to funding availability.
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