International Organization for Migration | Senior Human Resources and Administrative Associate | Geneva Switzerland

Open to Internal and External Candidates

Position Title: Senior Human Resources and Administrative Associate

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade G7

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 03 January 2024

Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context:

Under the overall supervision of the Director, Department of HR Management (DHR) and direct supervision of Senior Staff Welfare Officer, and in collaboration with relevant units at Headquarters and the Administrative Centres in Manila (MAC) and Panama (PAC), the Senior Human Resources and Administrative Associate will be responsible and accountable for coordinating and managing the resources management related functions in the DHR’s Staff Welfare unit.

Core Functions / Responsibilities:

1. Assist in coordinating and monitoring the Human Resources management functions in the Staff Welfare Unit in accordance with the organization’s policies, procedures, and practices.
2. Participate in the evaluation of staffing needs in the Unit and coordinate recruitment processes, including but not limited to, providing guidance to hiring managers on the preparation of Post Descriptions, drafting and coordinating the posting of 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 and conducting reference checks.
3. 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 (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.
4. Perform assigned role(s) in SAP HR; monitor consistency and accuracy of data; verify eligibility for allowances and other benefits; monitor and follow-up on contractual situations and entitlements, and coordinate prompt actions.
5. Monitor attendance and leave administration; generate, edit, and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in SAP.
6. Carry out, coordinate, and monitor a wide range of Human Resource actions including but not limited to the preparation of documentation for separation, classification, reclassification, promotion, and disciplinary cases, and coordinate with MAC and the Department of Human Resources Management at HQ, as appropriate.
7. Prepare, coordinate, and monitor all reports on personnel matters and submit them timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; 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.
8. Monitor compliance with the Performance Appraisal System (PAS) in the unit and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
9. Plan and coordinate the organization of Human Resources events and other initiatives, including staff development and training activities in coordination with the Staff Development and Learning Unit, and maintain updated records. Participate in assessments of staff training and development needs.
10. Identify areas for improvement and highlight them to the Senior Staff Welfare Officer; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the Unit. Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries, and sharing best practices. Provide comments on interpretation.
11. Evaluate and recommend improvement of current Human Resources procedures; participate in discussions on new/revised procedures and practices and assess the impact of changes and make recommendations.
12. Handle all inquiries on Human Resources matters; provide an explanation of staff entitlements and Human Resources policies, rules, and regulations.
13. Participate in inter-agency Human Resources-related working groups as assigned.
14. Continuously identify the Unit’s needs and establish an organized structure for improved efficiency.
15. Provide administrative and financial management support to the Unit. Contribute to the processing of procurement, accounting, and budgeting activities of the Unit.
16. Develop and maintain a Master Data for all IOM Staff Counsellors worldwide, enhancing information management.
17. Leverage General Social Survey (GSS) findings to guide and synchronize with StaffCounsellors worldwide, to develop strategies and craft a tailored action plan, as well as monitor and follow up on the progress.
18. Coordinate and support the efficient implementation by fostering cooperation between the staff Welfare Unit and the teams in Country and Regional Offices.
19. Assist with the management and maintenance of the Unit’s Wellbeing Platform.
20. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• University degree in Human Resources, Business Administration, Psychology or related field from an accredited academic institution with five years of relevant professional experience; or,
• Completed High School / Secondary school education with seven years of relevant experience.

Experience

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

Skills

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP/ERP 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;
• Demonstrated writing skills;
• Good knowledge of IOM/ UN Human Resources, financial and administrative policies and staff rules and regulations;
• Excellent organization skills;
• Excellent analytical and creative thinking; and,
• Ability to prepare clear and concise reports.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in in English and French is required (oral and written). Working knowledge in Spanish and another official UN language (Arabic, Chinese, French, and Russian) is an advantage.

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

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

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 2

• 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.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.pdf

Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

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 departments. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

Only candidates possessing the right of residence and right to work in Switzerland can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff members.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.