HR Assistant

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 Medical Services on medical clearance, coordinate enrollment in insurance plans as appropriate, support the coordination and delivery of induction sessions, arrangement for security briefing, etc. 

Perform assigned role(s) in the organizational HR system, paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; generate reports in accordance with assigned role(s),.

Provide support on timekeeping matters and guidance to staff on existing entitlements; review leave quotas and other benefits prior to personnel separation, verify accuracy, and ensure proper closure of personnel records.

Assist in administering all aspects of non-staff categories, including but not limited to coordinating requests for consultants, interns and other non-staff personnel; providing guidance to requesting managers on applicable policies and procedures;  ensuring compliance with relevant regulations; preparing contractual documents; monitoring contract duration and deliverables; and maintaining complete and updated non-staff files and records.

Carry-out a wide range of Human Resources actions, including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc. and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.  

Maintain and update existing tracking tools to ensure accurate monitoring of personnel information and various HR processes, including status of vacancies, separations, non-staff date and other related activities; draft and review routine correspondence, letters, certifications, etc.; open and update personal files, 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. 

Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer to the most sensitive/complex ones.

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 analysing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices.

Provide guidance and training to new/junior staff in the unit

Perform such other duties as may be assigned.

• High School diploma with five years of relevant experience; or,

• Bachelor’s Degree or equivalent from an accredited academic institution (preferably Social Sciences, Humanitarian Disciplines, International Development, Business Administration) with at least three years of professional work experience.

   

  Accredited Universities are those listed in the UNESCO World Higher Education Database. Experience

  Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 

   

  Skills

  • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP/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 thingsLanguages IOM’s official languages are English, French and Spanish.Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

    For this position, fluency in English and Ukrainian is required (oral and written). Required Competencies IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process. 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.
• Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.