Human Resources Assistant

Organizational Context

Established in 1951, the International Organization for Migration (IOM) is a UN-related agency focused on promoting humane and orderly migration. It works with partners to save lives, protect displaced persons, and facilitate regular migration pathways. This role supports the Human Resources Unit, reporting to the Human Resources Officer and overall to the Resources Management Officer.

Job Purpose

The Human Resources Assistant plays a crucial role in supporting the HR Unit's functions within IOM. This position is vital for ensuring the smooth operation of HR processes, contributing to a supportive and inclusive workplace environment. The role directly impacts the organization's ability to manage its personnel effectively, from recruitment and onboarding to payroll and contract management. By accurately maintaining HR records and assisting with various HR activities, the incumbent helps IOM uphold its commitment to its staff and its mission of promoting humane migration. This position is key to maintaining operational efficiency and compliance within the HR department.

Responsibilities

The Human Resources Assistant is responsible for supporting recruitment processes, including publishing vacancy notices, sorting applications, coordinating interviews, and preparing documentation. They oversee the payroll process for non-staff and hourly workers, verifying timesheets and ensuring timely payments. The role involves managing contract renewals, tracking end dates, preparing updated contracts, and maintaining accurate records. Pre-employment activities, such as preparing onboarding documentation, coordinating medical exams, and arranging orientations, are also key duties. The assistant will perform data entry and maintenance in the HR system, ensuring accuracy and consistency, and act as a Time-keeper for leave administration. They will also support separation, classification, and promotion processes, update and maintain HR archiving systems, draft HR-related documents, and assist in organizing HR meetings and training activities. Responding to general HR inquiries and performing other related duties are also part of the role.

Work Experience

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) is essential. Previous experience with SAP is a distinct advantage. The role requires attention to detail, methodical organization of paperwork, discretion, and a client-oriented approach. Prior experience in a multicultural setting with international humanitarian organizations or governmental institutions is beneficial.

Skills

Good understanding of HR functions; Familiarity with HR systems (WAVE); Accuracy in data entry and document handling; Clear written and oral communication; Effective interaction with colleagues and supervisors; Ability to prioritize tasks and manage deadlines; Strong administrative coordination and follow-up; Confidentiality in handling sensitive information; Collaborative work in multicultural teams; Proactiveness in identifying and resolving administrative gaps; Proficiency in MS Office (Excel, Word, Outlook, PowerPoint, Visio).

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