Introduction
Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants.
IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.
Organizational Context and Scope
Under the overall supervision of the Resources Management Officer (RMO) and direct supervision of the Human Resources Officer the successful candidate will be supporting with human resources functions in HR Unit.
He/she specifically will be responsible for:
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 assigned.
Responsible for overseeing the complete payroll process for non-staff and hourly contracted workers by collecting and verifying timesheets and service records, calculating hours worked and applicable rates, ensuring accurate and timely payments, maintaining proper documentation, complying with IOM rules and regulations, coordinating with finance for disbursements, and addressing any payroll-related queries or discrepancies.
Responsible for managing the contract renewal process for non-staff and hourly contracted personnel by tracking contract end dates, coordinating with relevant departments to assess renewal needs, preparing and issuing updated contracts in line with organizational policies and regulations, ensuring timely signatures and documentation, and maintaining accurate records in the HR system.
Carry-out pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams, follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearances, coordination of orientation sessions, arrangement for security briefing and medical examinations, inclusion in insurance plans as appropriate, creation of personal file, etc.
Perform assigned role(s) in HR system 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.
Perform the role of Time-keeper in HR system; 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.
Support separation, classification, reclassification and promotion processes by collecting necessary documentation, drafting forms, making basic calculations, obtaining approvals and coordinating with relevant units in the Regional Office and Administrative Centers.
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.
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.
Respond to general inquiries regarding Human Resources policies, instructions and procedures.
Perform other related duties as assigned.
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
Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP 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
Good understanding of HR functions,
Familiarity with HR systems and databases (WAVE),
Accuracy in data entry, document handling, and contract preparation,
Clear and professional written and oral communication,
Ability to interact effectively with colleagues, staff, and supervisors,
Ability to prioritize tasks and handle multiple deadlines efficiently,
Strong follow-up and administrative coordination,
Handling of sensitive staff information with strict confidentiality,
Ability to work collaboratively in a multicultural team,
Willingness to support colleagues and adapt to evolving team needs,
Ability to address issues and propose practical HR solutions,
Proactiveness in identifying and resolving administrative gaps,
Proficiency in MS Office (Excel, Word, Outlook, PowerPoint, Visio).
Languages
All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).
REQUIRED
For this position, fluency in English and French is required (oral and written).
DESIRABLE
Working knowledge of Arabic.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
Required Competencies
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.
Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
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.
No late applications will be accepted. Only shortlisted candidates will be contacted.