Human Resources Officer (P)

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.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. 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, the following are considered first-tier candidates:

• Internal candidates

Organizational Context and Scope

Under the overall supervision of the Chief, Global and Domestic Programmes Unit of Global Office Washington and the direct supervision of the Senior Resources Management Officer (SRMO), and in close collaboration with the Regional Office (RO) in Panama, Human Resources Management (HRM) Units at Headquarters (HQ), Global Shared Services Centre (GSSC), the Human Resources Officer will be responsible and accountable for managing the Human Resources functions of the Washington D.C. Global Office (GO).

Unit Management

• In coordination with the SRMO, oversee the Human Resources Management function, including its Sub-Offices in accordance with the Organization's policies, procedures and practices. Advise the SRMO and the Chief, Global and Domestic Programmes Unit on interpreting and applying Human Resources policies, rules and regulations, as well as standards and techniques taking into account the GO’s activities.
• Supervise and monitor the work of the HR staff in carrying out all human resources administrative transactions, including preparation of contracts and personnel actions, updating WAVE HR as well as processing of contracts.
• Ensure that the personnel files and attendance records of international and national staff, as well as the HR tracking systems of GO are well maintained and regularly updated. Facilitate the maintenance and upkeep of the GO’s HR/Training database.
• Liaise with external IOM partners as well as with other IOM Global and Country Offices as necessary.

WAVE HR Administration

• Maintain the GO’s WAVE HR module and keep its information up to date. In coordination with the relevant HR units and the RO, coordinate and implement new salary scales. Monitor and ensure effective administration of the WAVE HR Organizational Management module.
• Maintain the personnel files and attendance records of national staff correctly and in line with organizational standards.
• Supervise the preparation of the monthly payroll for national staff and ensure its accuracy and timeliness. Ensure that its validation and verification has been conducted prior to payroll posting and the necessary projectization adjustments have been conducted exclusively through WAVE HR.

HR Policy and Advisory

• Assist with roll-out and implementation of new policies, instructions and procedures within GO.
• Propose appropriate and effective administrative procedures in human resources administration, reflecting the GO’s needs. Bring sensitive issues to the attention of the supervisor.
• Implement personnel policies and procedures for the national staff. Ensure that the GO’s HR processes and actions (including, inter alia, selection, recruitment, retention, professional development and training activities, separation and end-of-contract duties) remain consistent with the relevant policies and procedures.
• Oversee the contractual situation and the administration of entitlements of local staff (including, inter alia, health insurance and Compensation Plan (CP) inclusion, step increases, family allowances, etc.) as well as requests for promotions, recruitment, separation, etc.
• In coordination with SRMO, advise Project Managers on staffing and other personnel issues, including leave entitlements/planning and overtime administration. Ensure the GO’s organigramme/staffing tables and contact lists are regularly updated.
• Liaise with HQ, GSSC and the Finance Unit of the GO on matters related to the benefits, entitlements and privileges of international staff, including the delivery of these benefits and entitlements in the field such as, Danger Pay, Health Insurance/ Medical Service Plan (HI/MSP), Educational Grant, Home Leave, Rental Subsidy, etc., and the administration of Rest and Recuperation travel.
• In coordination with the Office of Legal Affairs (LEG) and the relevant HR units, support in managing administrative actions and in addressing grievances and resolving disciplinary matters.
• Supervise the administration and timely renewal of the visas and residence permits of international staff and, in conjunction with the Security Unit, of staff S ecurity Clearances and Travel Request Information Process (TRIPs).
• Attend external meetings as and when required and brief the GO management accordingly.

Talent Management

• Advise on staffing issues and oversee the elaboration of project staffing tables, including vacancies and use of temporary assistance to meet exceptional work requirements. In consultation with line managers, monitor and assess staffing needs and ensure effective workforce planning.
• Advise and support line managers in the recruitment processes for locally recruited personnel and support recruitments of international personnel, as required.
• Monitor compliance with the Performance Appraisal System (PAS) within GO and advocate for timely completion of the performance management process in line with organizational deadlines. Provide support to all staff in the GO on business-related issues. Facilitate performance management discussions between staff and supervisors, as required.
• Coordinate the planning and organizing of the staff development and training for GO in close collaboration with Human Resources Management/Staff Development and Learning (HRM/SDL). Collaborate with line managers in establishing staff development and training priorities and plans. Deliver induction and other forms of trainings to staff. Review and suggest improvements of the GO’s induction practices ensuring that the newly recruited staff are sufficiently briefed, including through an appropriately updated “Welcome Package”, and ready to assume functions in a timely manner.
• Review and assess the GO's staff training and development needs and suggest possible improvement areas.

Monitoring and Reporting

• Assist the SRMO in the preparation of administrative reports that may be required in coordination with the Heads of Units/Programmes as required. Oversee the preparation of reports pertaining to personnel administration of international and national staff of GO, as required.
• Assist in monitoring the implementation of internal controls to prevent fraud and mismanagement; Review the internal controls in place in the area of human resources administration and suggest procedural improvements.
• Review audit recommendations on HR matters and, in coordination with the SRMO, implement them within the HR function.
• Prepare special reports and participate in and/or lead special HR projects in coordination with GSSC, RO and/or HRM.

Perform such other duties as may be assigned.

Education

• Master’s degree in Human Resources, Business Administration, Industrial and Organizational Psychology, Social Sciences or a related field from an accredited academic institution with five years of relevant professional experience; or,
• Bachelor’s degree in the above fields with seven years of relevant professional experience.

Experience

• Experience in human resources administration and management, including talent acquisition, talent management, administration of staff contracts and entitlements, interpretation and application of staff rules and regulations, and development of HR procedures and guidelines;
• Experience providing HR advice and guidance to managers and staff on personnel-related matters;
• Experience supporting recruitment, workforce planning, performance management and staff development initiatives;
• Previous experience supervising and guiding staff is an advantage;
• Previous working experience in an international organisation is an advantage.

Skills

• Knowledge of U.S. employment practices, payroll taxation, benefits administration and regulatory compliance relevant to personnel management in the United States is an advantage;
• Familiarity with the UN common system or similar systems is an advantage;
• Demonstrated knowledge of human resources policies, procedures and practices;
• Ability to interpret and apply staff rules, regulations and administrative procedures;
• Demonstrated analytical and problem-solving skills;
• Excellent interpersonal and communication skills, including the ability to establish effective working relationships with stakeholders at all levels; and,

Languages

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Required Competencies

Notes

Appointment will be subject to all clearances, including medical and security as well as accreditation, any residency or visa requirements. Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.

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, harassment, sexual harassment, abuse of authority and any forms of discrimination. IOM is committed to promote the protection and safeguarding of all children.

IOM conducts reference checks and background verification, including through system wide databases such as ClearCheck, to help ensure that candidates have no record of misconduct, including on sexual harassment, sexual exploitation and abuse, or fraud. Candidates are expected to uphold these standards and principles at all times.

IOM does not charge any fees at any stage of the recruitment process—whether for application, interview, processing, training, or otherwise—and does not request any information related to bank accounts.