Human Resources Associate (Fiji Nationals Only)

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

The International Organization for Migration (IOM) Coordination Office for the South Pacific (COSP) in Suva, Fiji oversees and provides strategic and technical support to IOM activities within the South Pacific Country Offices (CO) under the COSP. Within the CO Fiji structure, the Resources Management Unit (RMU) provides support to 6 IOM Country Offices (COs) within the Pacific on budgeting, accounting, human resources, procurement, ICT and other administrative functions.

Under the overall supervision of the Head of Resources Management for the South Pacific Sub-Region and direct supervision of the Human Resources Officer (HRO) in Suva, Fiji, the incumbent will provide day to day human resources support to the COSP in Suva, Fiji.

Human Resources

• Assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Post Description (PD), drafting and posting Vacancy Notice (VN)/Special Vacancy Notice (SVN), 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 pre-employment activities, such as preparation of Entry-on-Duty (EoD) documentation and collection of supporting documentation, coordination of EoD Medical Exam, follow up with Heath Insurance Unit in support centres on Medical Clearance, coordination of orientation sessions, arrangement for security briefing, inclusion in insurance plans as appropriate, creation of personal file, etc.
• Assist in coordinating and monitoring the Human Resources Management of the COSP in Suva, Fiji accordance with the organization’s regulations, instructions, policies, procedures and practices and in light of operational activities in the Office in coordination with the Regional Office (RO), and Human Resource Management (HRM) in Geneva as appropriate.
• Assist in verifying Human Resources processes and actions in conformity with relevant IOM policies and procedures. Ensure that Human Resources processes and procedures remain consistent with relevant IOM set rules and regulations.
• Prepare HR communications, letters, presentations, infographics, and information materials using digital productivity and design tools.
• Maintain HR communication resources, templates, and digital content to ensure accuracy and accessibility.

• Prepare monthly payroll for Consultant and Interns and monitor the payments.
• Carry-out Personnel Action (PA) roles and Perfromance Appraisal System Agent role in Oracle 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.
• Support separation, classification, and promotion processes by collecting necessary documentation, drafting forms, making calculations, obtaining approvals, and coordinating with relevant Units in support centres.

• Assist with/guide on logistics and administrative formalities related to travel arrangements of new colleagues, facilitating of entry visa and guide on the entry process to IOM personnel and dependents.
• Ensure updating and maintaining of relevant policies and procedures of Ministry of Foreign Affairs, Immigration Bureau and other key departments as needed.
• Ensure all protocol activities (e.g. visas, re-entry visas, stay permits, ID cards (IOM, UN, MFA), etc.) relating to personnel and dependents as applicable, are in accordance with requirement of the organization and national government, including correspondence with the national authorities in relation to these protocol arrangements.
• Maintain up-to-date database on stay permit and re-entry visa and send alerts to personnel including provision of advice as required.
• Perform such other related duties as may be assigned.

Education

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

Experience

• Progressively responsible secretarial, administrative and operational experience, preferably in an international, non-profit environment;
• Experience in liaising with governmental and diplomatic authorities as well as with national and international institutions;
• Demonstrated ability to manage multiple work assignments efficiently, effectively, and with minimla supervision;
• Strong digital literacy, including proficiency in Microsoft 365 applications (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and Copilot), online research, data analysis, document automation, and virtual collaboration tools.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Excellent interpersonal skills with high professionalism;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Ability to create visually engaging HR communications, training materials, employer branding content, and workforce data visualizations using digital design and AI-enabled tools is a distinct advantage.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English is required (oral and written).

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.