Recruitment Assistant

Position Title: Recruitment Assistant

Duty Station: IOM Philippines Country Office (Manila)

Classification: General Service Staff, G-4**

Type of Appointment: Special short-term graded, six months with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 11 March 2022

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 a diverse and inclusive 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 Resources Management Officer and the direct supervision of the Senior Human Resources Assistant, the successful candidate will provide assistance in carrying out the recruitment, selection and hiring of all personnel based at the IOM Philippines Country Office.

Core Functions / Responsibilities:

• Support the Recruitment, Selection, and Hiring process of IOM Philippines, in coordination with the Senior HR Assistant:

  • Assist Hiring teams in preparing and reviewing the Post Descriptions in coordination with the Senior Human Resources Assistant. Ensure that it is in accordance with the prescribed IOM template.
  • Post job vacancies on internal and external channels.
  • Assist in reviewing CVs for long/shortlisting in accordance with the IOM Recruitment Standards.
  • Coordinate interview schedules with the shortlisted candidates and panelists. Ensure that relevant interview materials are in order (e.g. interview protocols, availability of selection panel, venue, confirmation of the candidates, etc.). Act as panel member as needed.
  • Conduct and monitor reference check for final candidates.
  • Ensure proper administration of written/online technical exam to the shortlisted candidates.
  • Assist in sending out regret letter to unsuccessful candidates.
  • Assist in the on-boarding of newly hired staff members (eg. Issuance of contract, endorsement to hiring unit, sending of welcome kit etc., orientation.)

• Act as the focal point for the recruitment of Consultants, On-the-Job Trainees/Interns, and other non-staff such as hourly personnel and UNV, in coordination with the Senior HR Assistant and other units in the Country Office.

• Assist in maintaining the Organization Management (OM) of the Country Office in SAP by ensuring the correct encoding and update of organizational unit, position ID and salary projectization

• Create or designate position ID, salary projectization, and reporting lines for newly hired, transferred, and promoted staff members.

• Monitor the HR Recruitment Mailbox by sorting all applications and providing responses to general inquiries from the candidates (both internal and external).

• Regularly update tracking lists relating to assigned duties, in collaboration with the other HR staff, as applicable.

• Assist in the coordination with the external vendors, universities, headhunters.

• In coordination with the Senior HR Assistant and Resource Management Officer, provide guidance to hiring teams in the proper recruitment process in accordance with the IOM Recruitment Policy and other guidelines.

• Provide support in the preparation of statistical reports and presentations.

• Perform such other duties as may be assigned.

Required Qualifications and Experience

Education

• University degree in Human Resources Management, Business Administration, or a related field from an accredited academic institution with two years of relevant experience; or
• Completed High school / Secondary school education with four years of relevant experience.

Experience

• Experience working in a multi-cultural setting an advantage.
• Proven ability to write clearly and concisely, and present ideas in a user-friendly language.

Skills

• High level of accuracy and ability to work under pressure.
• High level of computer literacy with experience in HR IT systems and applications; working knowledge of SAP an advantage.**

Languages

For this position, fluency in English is required. Knowledge of a second official UN language is desirable.**

Notes

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

Required Competencies

The incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three values:**

• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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.

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 action 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.

Competencies will be assessed during a competency-based interview.

Other

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.