Under the overall supervision of the Resources Management Officer and the direct supervision of the National Human Resources Officer, the successful candidate will be responsible and accountable with the general HR administration services for all local staff and non-staff in the Global Shared Services Centre- Resources Management unit including but not limited to contracts management, pre-payroll checklist maintenance and timekeeping processing, leave administration, benefits and other entitlements coordination, and e-filing.

He or she will also closely coordinate with the unit heads, supervisors, and staff members in accordance with the IOM Staff Regulations and Rules and HR handbook in coordination with the Manila HR Hub and Department of Human Resources (DHR) in the Headquarters, as appropriate.

The Human Resources Assistant – (HR Administration) is also expected to maintain high-level of customer service to its stakeholders ensuring that unit heads, supervisors and staff members’ experience are the team’s priority.

He or she will be accountable for the effective management of the following HR services using the HR Request Tracking System (RTS).

1. Perform assigned HR Administration role by paying special attention to data consistency and accuracy

• Coordinate with HR Hub -HR Administration Unit Local (HRAUL) the input and maintenance of HR data for hiring, rehiring, staff contract (new appointment, renewal, change in contract type, extension), transfer, Advancement Within Grade (AWG), promotion, separation and other entitlements applicable to staff based on approvals and supporting documents.

• Verify staff eligibility for allowances and other benefits

• Monitor, coordinate and follow-up staff contract status and entitlements, including non-staff

• Generate reports, contracts extensions, personnel actions and other related documentation

• Initiate issuance of contracts and other entitlements in a timely manner

2. Carry-out a wide range of Human Resources actions, including but not limited to the preparation of documentation for separation, classification, promotion, disciplinary cases etc. and coordinate with the HR Hub and DHR, as appropriate. 

3. Perform pre-payroll and validate timekeeping related activities 

• Timely update of pre-payroll checklist including but not limited to contract extension, separation, new hire, Advancement Within Grade (AWG), Short-Term Allowance (STA) and Interim Allowance (IA).

• Assist in the reconciliation of leave in the systems against the absent quota and attendance record

4. Prepare and maintain trackers, reports, and systems available for GSSS- RM Human Resources unit  and submit timely to concerned parties

• Regularly update the HRA tracking List for contract, entitlements, separation and terminal emoluments and database

• Assist in the preparation of HR administration reports and other related activities and initiatives;

• Update and maintain the electronic and physical archiving systems in the unit including personnel files, Human Resources policies, regulations, guidelines and manuals, internal controls etc.

5. Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions, and procedures. Ensure that all HR benefits and entitlements related inquiries are address in a timely manner and refer the most sensitive/complex ones to the National HR Officer.

    

6. Identify areas for improvement and highlight them to supervisor; provide inputs for new procedures to complement or to adopt existing ones taking into consideration the specifics needs of the office. Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices.

    

7. Maintain regular coordination with GSSC RM- HR Recruitment team to support the timely on-boarding of staff. Validate incoming staff completion of pre-employment requirements, IOM forms and prepare contract at least three days prior to Entry on Duty (EOD). 

8. Assist in organizing human resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records.

9. Perform other personnel administration related administrative duties

• Respond to employment verification;

• Maintain personnel files of active and separated locals staff and ensure completeness of records;

• Prepare Request for Payments (RFPs) for MSP after-service payment

• Prepare monthly overtime schedule guidelines to be distributed internally via e-mail blast;

• Draft and review routine correspondence, letters, certifications etc.

   

10. Perform other HR related duties as may be assigned by the supervisors from time to time.

EDUCATION

• University degree in Psychology, Human Resource, Management or a related field from an accredited academic institution, with three years of relevant professional experience;
• Completed High School degree from an accredited academic institution, with five years of relevant professional experience;
• Certificate on human resources an advantage.

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

EXPERIENCE

• Experience in human resource management particularly in HR data extraction, reports and dashboards preparations. 

• Experience in producing high-quality, detail-oriented HR reports and monitoring tools. 

   

• Has worked for at least 6 months in any multicultural organization and/or UN system.

SKILLS

• Proficient in computer with experience in HR systems and applications; working knowledge of Oracle HR required. 

• Excellent knowledge in Microsoft Excel. 

• Working knowledge with different collaboration platforms (e.g. SharePoint, Teams ect.)

• Analytic, with attention to details and ability to organize work in a methodical way. 

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.

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. 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.
3. Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
4. 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.
5. 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.
6. 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.
7. 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.