Human Resources Associate

Organizational Context and Scope

• Assist in coordination of recruitment processes, including but not limited to, 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 Medical Services on medical clearance, coordinate enrollment in insurance plans as appropriate, support the coordination and delivery of induction sessions, arrangement for security briefing, etc.
• Perform assigned role(s) in the organizational HR system, 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; 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 the system.
• 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). Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
• Assist in monitoring compliance with the performance evaluation process and follow-up with staff and supervisors as needed; facilitate compliance by providing technical guidance on the use of the system.
• Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer to the most sensitive/complex ones.
• Ensure timely and accurate entry of HR actions and master data in the organizational HR system in compliance with the Payroll Processing Schedule issued by the Global Payroll Unit.
• Register and manage recurring and ad hoc payments and deductions, including reimbursements, allowances, overtime, salary advances, and other mission-specific payroll items.
• Prepare, validate, and submit PST files for standing payments and deductions in the required formats, ensuring timely submission and compliance.
• Review and validate first payroll run reports received from the Global Payroll Unit, including payroll costing, payment summaries, lists of payments and deductions, and payroll comparison reports.
• Identify, document, and coordinate the correction of payroll discrepancies and errors with the Global Payroll Unit within prescribed deadlines.
• Record and submit additional HR actions or adjustments not included in the first payroll run, in line with the deadlines established for the final payroll run.
• Track and communicate all payroll-related errors and corrective actions to the Global Payroll Unit prior to the final payroll cut-off date.
• Review final payroll reports for post-payroll monitoring purposes.
• 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. Assist in analysing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices.
• Perform other related duties as assigned.

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

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

• Excel and data management skills.
• High level of accuracy and attention to detail.
• Strong analytical and problem-solving skills.
• Effective planning, organization, and time management skills to meet strict cut-off deadlines.
• Clear and professional communication skills for coordination with HR, Finance, and Global Payroll units.
• Ability to manage sensitive and confidential information with discretion.
• Strong sense of accountability, reliability, and ability to work independently under pressure.

• IOM’s official languages are English, French, and Spanish.

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

• Working knowledge of any other IOM’s official language is desirable.

• The incumbent is expected to demonstrate the following values and competencies:
• VALUES - All IOM staff members must abide by and demonstrate these five values:

• 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.