Human Resources Assistant

Organizational Context

IOM, established in 1951, is a UN-related organization dedicated to promoting humane and orderly migration. As the leading UN agency in migration, it collaborates with governmental and non-governmental partners. This role supports the Head of Resources Management and the Senior Human Resources Assistant in managing HR functions within IOM Viet Nam, fostering a professional and inclusive workplace.

Job Purpose

The Human Resources Assistant will provide essential support in the management of human resources functions for IOM Viet Nam. This role is crucial for ensuring the smooth operation of HR processes, contributing to the organization's mission of promoting orderly migration. The assistant will work under the supervision of the Senior Human Resources Assistant and in collaboration with various IOM units. Key contributions include supporting recruitment, onboarding, data management, and administrative tasks, all while upholding IOM's commitment to a supportive and effective work environment. The position aims to ensure HR operations are efficient and compliant, enabling IOM to effectively serve migrants and governments.

Responsibilities

Support end-to-end recruitment processes, including vacancy posting, application screening, interview coordination, and candidate communication. Manage pre-employment activities, such as preparing onboarding documentation, coordinating medical exams, and facilitating orientation sessions. Accurately maintain and update the HR system, ensuring data integrity for employee records, contracts, and entitlements, and generate relevant reports. Serve as the Timekeeper, managing leave records, reconciling quotas, and providing guidance on leave administration procedures. Assist with separation, classification, and promotion processes by gathering documentation and coordinating approvals. Maintain organized electronic and physical HR filing systems, including personnel and recruitment files. Draft HR-related documents such as certificates of employment and reports, and update organizational charts. Support the logistics for HR meetings, training, and events. Respond to general inquiries regarding HR policies and procedures. Perform other assigned duties to support the HR unit.

Work Experience

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential. Prior experience with an ERP system is advantageous. Experience in organizing paperwork methodically, attention to detail, discretion, and a client-oriented approach are important. Previous work experience in a multicultural setting with international humanitarian organizations or governmental institutions is a plus.

Skills

Ability to deliver objectives in challenging situations. Initiative and ability to work under pressure with minimal supervision. Strong interpersonal and communication skills. Excellent computer skills (Word, Excel, PowerPoint, Internet). High attention to detail and organizational skills. Self-motivated and objective-driven.

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