HR and Administrative Assistant

Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.

Context

Under the general supervision of the Chief of Mission (CoM) and the National Senior Human Resources Officer, and the direct supervision of the National Human Resources Officer, the incumbent will be responsible for HR and administrative tasks.

RESPONSIBILITIES

Support facilitation of recruitment processes, including checking the shortlists, scheduling the interviews, arranging tests, communicating with candidates, contacting previous employers for reference checks and any other related activity as assigned.

• Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.

• 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.

• Assist with organization of the Mission's filing system, following IOM general guidelines.

• Support with administrative processing of vacancy notices, short vacancy notices and call for applications.

• Assist in the preparation of HR reports, staff and non-staff lists and other documents requested by the Mission, counterparts, and Regional Office.

• Respond to general inquiries regarding Human Resources policies, instructions and procedures.

• Follow up with Occupational Health Unit in Manila (OHU) on Medical clearance and Medical Service Plan (MSP) admission for National staff and their dependents. Monitor and follow up on drivers' Annual Medical Examinations and ensure that required tests are taken and coordinated with OHU Manila.

• Assist in updating WAVE HR modules for staff of the Mission. Assist in maintaining the data in WAVE for payroll staff and non-payroll staff of the Mission.

• Perform such other duties as may be assigned.

QUALIFICATIONS

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.

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;
• Previous experience in Human Resources or Administration 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 things

Languages

• Fluency in English and Ukrainian

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.

Required Competencies

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.
• 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 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 actions 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 1) (applicable only if position is with direct reports)

• 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.

Notes

• 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.

• IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.

• 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