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
Accredited Universities are those listed in the UNESCO World Higher Education Database.
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:
– behavioural indicators (Level 1)
– behavioural indicators (N/A) (applicable only if position is with direct reports)
Notes
Job Types: Full-time, Contract
Pay: $66,100.00 per hour
Benefits:
Schedule:
Ability to Relocate:
Work Location: Hybrid remote in Washington, DC 20036
Most commented
Maternity & Paternity Leave(3 comments)
"Four months paid, including for people with diverse SOGIESC"
Health Insurance(3 comments)
"Good coverage and easy submission, yet has changed insurance carriers a couple times recently"
You need to have a certain contract type to be eligible for all benefits, but they're quite good overall. In my opinion, the best thing is six weeks of paid time off and flexible working arrangements. The worst thing is the administrative paperwork.
Good benefits thank you very much
Benefits are basic, nothing outstanding