Human Resources & Admin Associate

We are seeking a Human Resources & Admin Associate to provide support to the Unit under the direct supervision of the Senior HR Assistant and the general supervision of the National HR Officer. The successful candidate will be responsible for various functions including assisting in coordination of recruitment processes, carrying out pre-employment activities, performing assigned roles in ORACLE, and providing information to staff on their entitlements and responsibilities.

Responsibilities

• Assist in coordination of recruitment processes, including providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, 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 and coordinate pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Health Insurance Medical Services on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, UNJSPF and 401 enrolment documents etc.
• Perform assigned role(s) in ORACLE, paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate prompt actions and generate reports, contract extensions, personnel actions, and other related documentation.
• Perform the role of Timekeeper in ORACLE; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in ORACLE.
• Carry-out a wide range of Human Resources actions, including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc. and coordinate with the Regional Office, Administrative Centers, and Human Resource Management in Geneva as appropriate.
• Prepare all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; open and update personal files, create, and maintain a systematic way to archive Human Resources documents (electronic and hard copies).
• Assist in monitoring compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
• Organize Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records and issue reports as requested.
• Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions, and procedures.
• Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office.
• Provide support to the Senior Human Resources Assistant to prepare, validate, and process payroll for all staff adhering to the schedule for payroll runs.
• Participate in inter-agency Human Resources related working groups as assigned.
• Provide guidance and training to new/junior staff in the unit.

Mission-specific task

• Assist the National Human Resources Officer with handling the communication with local authorities in every state IOM is operating, to resolve issues regarding various administrative matters including exemption from taxation, determination of IOM status and complains from former employees.

Administrative tasks

• Receive visitors; handle incoming calls and routine requests; coordinate administrative and logistics support for meetings and conferences; assist with travel and hotel arrangements; ensure complete documentation for travel authorizations and related files.
• Review, process, and follow up on incoming correspondence, including email and mail; draft responses to routine communications; proofread and format various documents, ensuring adherence to established standards for grammar, punctuation, and style; create spreadsheets, presentations, and maintain internal databases, mailing lists, and reference materials.
• Coordinate G4 visa processes for staff and their dependents, including new applications and renewals; manage Employment Authorization and Social Security applications; liaise with US consulates and the Office of Foreign Missions (OFM); register and deregister staff; maintain a comprehensive tracker for related data and ensure timely dissemination of updates.
• Process and monitor general administrative tasks such as Purchase Requisitions, Requests for Payment, and Invoice Creation using relevant systems; oversee UN laissez-passer applications and renewals; ensure accuracy and compliance with procedures and deadlines.

Qualifications

• High school diploma with five years of relevant experience; with four years of working experience.
• Or Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with three years of relevant professional experience.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• 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.
• Excellent communications skills;
• Competency in HR software and tools;
• Excellent research skills;
• Ability managing conflict resolution;
• Ability analyzing data;
• Proficient Time-management skills;
• Ability to work with minimum supervision.
• Excellent Technical skills, ability to use communications platforms, HR tools and systems, etc.

Languages

• Fluency in English is required (oral and written).