Position Title: Human Resources Assistant

Duty Station: IOM, Washington, DC United States

Classification: Grade G5 (2 positions)

Type of Appointment: Fixed term, one-year contract with possibility of extension, Full-Time (100%) Appointment is subject to funding confirmation.

Eligibility: US citizens and residents only (work visa or authorizations not permitted) Estimated Start Date: As Soon As Possible

Closing date: April 23, 2024

Salary: $5,508.33 (Monthly)

Description

Under the direct supervision of the Senior HR Assistant and the general supervision of the National HR Officer, the successful candidate will provide his/her support to the Unit and will be responsible for the following functions:

Responsibilities

1. 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.

2. 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 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, UNJSPF and 401 enrolment documents etc.

3. Perform assigned role(s) in PRISM/ORACLE, 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.

4. Perform the role of Timekeeper in PRISM/ORACLE ; 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 PRISM/ORACLE.

5. 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.

6. 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.

7. Assist in monitoring compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.

8. Organize Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records and issue reports as requested.

9. Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions, and procedures. Respond to standard inquiries and refer the most sensitive/complex ones.

10. 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 analyzing and resolving sensitive cases by collating background information, preparing summaries, and sharing best practices.

11. Provide support to the Senior Human Resources Assistant to prepare, validate, and process payroll for all staff adhering to the schedule for payroll runs. Input elements (entitlements, advances, loans, variable elements, step increases, changes in salary, etc.) in PRISM/ORACLE and PAYCHEX. Provide assistance in the validation of payroll results to ensure accuracy of all payments and deductions by issuing report from PAYCHEX and PRISM/ORACLE. Communicate all PRISM/ORACLE Payroll and PAYCHEX related issues to PRISM/PAYCHEX/ORACLE Helpdesk and follow-up resolutions made.

12. Participate in inter-agency Human Resources related working groups as assigned.

13. Provide guidance and training to new/junior staff in the unit.

Mission-specific task

14. Assist the National Human Resources Officer with handling the communication with local authorities in every state IOM is operating, to resolve issues regarding various administrative matters including exemption from taxation, determination of IOM status and complains from former employees.

15. Responsible for the investigation, monitoring and response to unemployment queries regarding staff members. Review the unemployment policies pertaining to the state to prepare and submit appeals and substantiating documents to unemployment agencies. In cases, where the unemployment claim escalates, appear on behalf of IOM in the telephone hearings before the administrative judge/referee. Draft and formally appeal against a referee’s decision against IOM in unemployment decisions.

16. Liaison with Insurance companies regarding any insurance claims that are made (e.g. damage to offices etc.)

17. Responsible for submitting requests, verifying, and distributing Metro cards on a quarterly basis for all eligible employees. Communicate with Metro Transportation Providers in case of any issues or inquiries.

18. Coordinate the administration and renewal of the local Insurance policies, such as Unemployment and Disability insurance, Workers Compensation insurance, General Liability, Property and Auto Insurance for all IOM offices in the United States. Checking compliance with the local law requirements. In charge of reviewing the policies periodically and making recommendations regarding changes.

19. Perform such other duties as may be assigned.

Qualifications for Internal Candidates

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

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

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP 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.
• Excellent communications skills;
• Competency in HR software and tools;
• Excellent research skills;
• Ability managing conflict resolution;
• Ability analyzing data;
• Proficient Time-management skills;
• Ability to work with minimum supervision.
• Excellent Technical skills, ability to use communications platforms, HR tools and systems, etc.

For all applicants, fluency in English is required (oral and written).

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

– 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.

– behavioural indicators (N/A) (applicable only if position is with direct reports)

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

• This vacancy does not offer work sponsorship.
• 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.
• This post is subject to local recruitment. Only those holding a US Citizenship or Permanent residence for the country where this position is based will be eligible for consideration.
• Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.
• 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 online recruitment system. The online tool also allows candidates to track the status of their application.

Job Types: Full-time, Contract

Pay: $66,100.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Washington, DC 20036: Relocate before starting work (Required)

Work Location: Hybrid remote in Washington, DC 20036