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Human Resources Assistant 216 views

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About IOM:

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 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 Human Resources Officer (HRO)and direct supervision of the National Human Resources Officer; and, in collaboration with relevant units at Headquarters and the Administrative Centres as required, the successful candidate will be responsible and accountable for undertaking the resources management functions in general and facilitating staff travel as well as processing visas in particular.

Job Description:

Core Functions / Responsibilities:

  1. Support recruitment processes in the office by coordinating the publication of Vacancy Notice/Special Vacancy Notice, receiving and sorting applications, arranging interviews and tests, preparing all the required documentation and materials, sending communications to candidates, contacting previous employers for reference checks and any other related activity as and when required in the assigned areas.
  2. Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions and other related documentation.
  3. Perform the role of Time-keeper in PRISM; maintain, update and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in PRISM.
  4. Support the administration of Staff Travel Unit, including reviewing Travel Requests, Processing Visas, Ticket Reservations, Invoices to be paid to service providers, by collecting necessary documentation, maintainingtracking system, and support the onboarding process for international recruitment for staff travel and visa related as required.
  5. 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.
  6. Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
  7. Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
  8. In coordination with the Human Resources Officer, respond to general and ad-hoc inquiries regarding Human Resources policies, instructions, and procedures, generating staffing reports and statistics.
  • Other Functions
  • Perform other related duties as assigned.

Job Requirements:

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.

Core Competencies – behavioural indicators level 1

  • 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.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Required Qualifications and Experience

Education

  • High School diploma with four years of relevant experience; or,
  • Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with two years of relevant professional experience.

 

Experience

  • Experience in Human Resources, administration preferably with International Humanitarian Organizations, Non-Government or Government institutions / Organizations with multi-cultural setting
  • Experience in liaising with government authorities and diplomatic Missions is desirable,
  • Attention to detail, ability to organize paperwork in a methodical way;
  • Discreet, details and clients-oriented, patient, and willingness to learn new things;

SKILLS

Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage;

Accuracy, Confidentiality, Communication & Negotiation Skills, Interpersonal Skills,

Languages

Fluency in English, Dari, and Pashto.

Note: Applications from qualified female candidates are encourage

Submission Guideline:

How to apply:

Interested candidates are invited to submit their via email to applications4@iom.int with VN-KBL-215-22 on the subject by 27 November 2022 at the latest.

Candidates holding an IOM contract, please update your information in your IOM PRISM account, and submit that with your curriculum vitae to the mentioned email address, applicants who failed to do so will not be considered. We do not accept hard copies.

To create IOM PHF, please refer below:

IOM Staff inside the IOM network, please update your information in your IOM PRISM account.

External candidate with no account yet on the IOM website, Click here to create your account.

External candidates who already have an account, Click here.

IOM Staff outside IOM network, Click here.

Submission Email:

applications4@iom.int

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