Introduction

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration

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 and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Chief of Mission and direct supervision of the Senior Resources Management Associate, the incumbent will be responsible and accountable for providing necessary support to human resources and administrative functions of the Country Office and as required, contributing to general office coordination and support services for mission activities

1. Assist in the coordination of recruitment processes, including providing guidance to hiring managers on Terms of Reference based on established templates and procedures, and administration of the recruitment mailbox.

2. Carry out and coordinate pre‑employment and onboarding activities, including EOD documentation and supporting documents; follow‑up on medical clearance; insurance enrolment as appropriate; induction sessions; and security briefings, in line with establish processes.

3. Perform assigned role(s) in the organizational HR system, ensuring data consistency and accuracy; input/maintain data based on approvals and supporting documentation; review eligibility for allowances/benefits based on established criteria; monitor contractual status and entitlements; and generate reports, contract extensions, personnel actions and related documentation.

4. Perform the role of Timekeeper/leave focal point, including monitoring, maintaining, updating and reconciling leave quotas; generating and reviewing leave‑related reports; responding to leave queries; and guiding staff on leave request/approval procedures in the system.

5. Prepare HR administrative documentation and follow‑up actions, including separation, classification/reclassification, promotion and disciplinary case documentation, and coordinate with the Regional Office, Administrative Centres and HRM Geneva as required.

6. Prepare and submit personnel/administrative reports and correspondence, including routine letters and certifications; open/update personnel files; and maintain systematic electronic and physical archiving (personnel and recruitment files, policies/guidelines/manuals, internal controls and supporting documentation).

7. Provide staff guidance on entitlements and responsibilities in line with IOM regulations/instructions/procedures; respond to standard inquiries and escalate sensitive/complex cases to the supervisor.

8. Support continuous improvement of HR/Administrative processes, by identifying areas for improvement; providing inputs to adapt procedures to office needs; and supporting sensitive case handling by collating background information and preparing summaries.

9. Provide executive/office coordination support, including screening appointment requests; maintaining the supervisor’s calendar; arranging appointments; receiving visitors; handling calls; and responding to sensitive/confidential correspondence.

10. Coordinate office support services and document control, including logistics for meetings/trainings/events; preparing minutes and monitoring follow‑ups; arranging editing/translation; processing incoming/outgoing correspondence; maintaining filing/reference systems; generating statistics/reports from databases;

11. Perform other related duties as assigned.

Required Qualifications and Experience

Education

• High School diploma with five years of relevant experience; or,

• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field from an accredited academic institution with three years of relevant professional experience.

   

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in 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; and, 

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. 

   

Skills

• HR process support skills: recruitment administration, onboarding/EOD documentation coordination, HR records maintenance, and follow‑ups based on approvals.

• HR data management: accuracy, consistency checks, and systematic maintenance of personnel documentation and records.

• Leave/timekeeping support and reporting support.

• Executive / administrative support skills.

• Calendar and schedule management; coordination of appointments and visitors.

• Drafting and quality control of correspondence; proofreading for format, grammar, and style.

• Meeting and training logistics coordination, minutes preparation, follow‑up tracking; document control and filing systems.

   

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 French and 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

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five 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.

Notes

Please refer to this link for guidance on IOM Job Category.

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.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies