- 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 ORACLE 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.
- 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 ORACLE.
- 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.
- Assist with the annual Medical Insurance Campaign for eligible employees and their dependents in MSP, local Kaiser Insurance, Long term Disability Insurance. (Task includes arranging for the employees' inclusion/exclusion in/from the MSP, tracking the submission of docs required to support the premium contribution configuration).
- Maintain UNJSPF enrolments
- Prepare 401K monthly reports and semi-annual 401K accumulation reports. Submit these reports to the assigned local 401K provider. Prepare 401K Yearly Census data for the appropriate local authorities.
- Serve as a focal point to the IOM employees in the US for the 401K plan website; provide information on plan procedures, enrolment, loans and distributions to the participants
Payroll Processing
16. Analyze, verify, and process payrolls for all employees and non-staff members, ensuring timely and accurate payment of salaries.
17. Prepare and submit all the required payroll reports in ORACLE and PAYCHEX to relevant units on a timely manner.
18. Strictly adhere to the schedules for payroll runs and require compliance by all units involved that all payroll related data are submitted and must be received by Payroll Unit on time.
19. Verify that all input elements (entitlements, advances, loans, variable elements) are properly captured and encoded in ORACLE and PAYCHEX.
20. Validate payroll results to ensure accuracy of all payments and deductions.
21. Ensure that amounts included on the Personnel Action transfers, separations from service, etc. are accurately paid and/or deducted from staff members.
22. Ensure projectization percentages and WBS have been updated. Reconcile with relevant unit/s the projectization discrepancies to ensure staff costs are correctly charged to projects.
23. Administer the payment of the terminal emoluments to all separated staff due to resignation, retirement, and end of contract. Ensure recovery of all outstanding debts.
24. Perform the cross-validation procedures before payroll exit. • Periodically check adherence of payroll elements to existing rules and regulations, and related instructions, and note deviations for escalation or other necessary actions.
25. Communicate all ORACLE Payroll related issues to ORACLE Helpdesk and follow-up resolutions made.
26. Recommend systems enhancements necessary to carry out payroll operations more efficiently and effectively. Make suggestions to create more useful and substantial payroll reports, participate in testing phase of any system/
27. Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit.
28. Perform other related duties as assignedAdministrative Tasks
29. Manage and monitor a large volume of complex and sensitive correspondence, including mail, email, and calls; ensure proper routing, prioritization, accuracy, and timeliness; arrange appointments and duty travel for the CoM; receive visitors; organize high-level meetings, take minutes, and follow up on required actions; format and proofread official documents for consistency and compliance.
30. Coordinate and oversee G4 visa applications and renewals for staff and their dependents,
including Employment Authorization and Social Security processes; liaise with consulates and the
Office of Foreign Missions (OFM); manage registrations and deregistrations; maintain
comprehensive trackers and ensure timely communication of updates.
31. Oversee hotel reservations and prepare letters of invitation for visitors, consultants, and
STAs; maintain complete documentation and trackers for travel authorizations; ensure timely
follow-up on reservations and payment processes.
32. Establish and maintain internal procedures and tracking systems for letters of invitation,
accreditation, and employment verification; develop comprehensive administrative guidelines and
adapt office procedures to meet operational needs.
33. Supervise the initiation and processing of administrative and financial tasks such as
Purchase Requisitions, Requests for Payment, and Invoice processing; ensure accuracy, compliance,
and timeliness; support staff with process guidance and system use.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
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Oracle is a distinct advantage;
- Attention to detail, ability to organize paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn new things; and,
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
SKILLS
- Excellent communication skills.
- Competency in HR softwareand tools;
- Excellent research skills;
- Ability managingconflict resolution;
- Ability analyzing data;
- Proficient Time-management skills;
- Ability to work with minimumsupervision.
EXPEDITED-VN- US97-2025-014 Senior Human Resources and Administrative Associate
- Added Date: Monday, 16 June 2025
- Organization: International Organization for Migration
- Country: United States
- City: Washington DC
- Post Level: Unspecified
-
