Human Resources Assistant- G4

Organizational Context

IOM is a Related Organization of the United Nations, serving as the leading UN agency in migration, dedicated to promoting humane and orderly migration. This role is situated within a Sub-Office, operating under the overall supervision of the Head of Resources Management and direct supervision of the Human Resources Officer. The incumbent will be responsible for managing resources management functions, collaborating with relevant units at Headquarters and Administrative Centres.

Job Purpose

The Human Resources Assistant plays a vital role in supporting the comprehensive human resources management functions within the Sub-Office. This position is instrumental in ensuring the efficient and compliant execution of HR processes, from recruitment and onboarding to staff administration and separation. The incumbent contributes significantly to maintaining accurate HR records, facilitating timely leave management, and providing essential support for various HR initiatives. By meticulously handling administrative tasks and responding to staff inquiries, the HR Assistant helps foster a well-organized and supportive work environment. This role directly supports the organization's ability to attract, retain, and manage its talent effectively, thereby enabling IOM to deliver on its mandate of promoting humane and orderly migration and assisting people on the move. The assistant's contributions ensure operational continuity and adherence to organizational policies, enhancing overall workforce productivity and satisfaction.

Responsibilities

The Human Resources Assistant supports comprehensive HR operations, including recruitment and onboarding by coordinating vacancy notices, managing applications, arranging interviews, conducting reference checks, and preparing pre-employment documentation such as Entry on Duty (EOD) paperwork, medical clearances, and orientation sessions. The role involves meticulous HR data management within the organizational system, ensuring consistency, accuracy, and generating reports on contractual situations and entitlements. As a Timekeeper, the assistant maintains and reconciles leave quotas, generates related reports, and guides staff on leave administration procedures. Further responsibilities include supporting separation, classification, reclassification, and promotion processes through documentation, drafting forms, and coordinating with relevant units. The assistant is also responsible for updating and maintaining electronic and physical archiving systems, including personnel and recruitment files, and drafting various HR-related communications, reports, and presentations. Logistical support for HR meetings, training, and events, alongside responding to general inquiries on HR policies, instructions, and procedures, are also key duties.

Work Experience

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, E-mail, Outlook) is required. Previous experience with SAP or Oracle systems is a distinct advantage. Prior work experience with international humanitarian organizations, non-government, or government institutions in a multi-cultural setting is also an advantage. Candidates should possess sound knowledge of Human Resources principles, practices, and administrative processes.

Skills

Coordination with internal and external stakeholders; strong drafting skills for reports and correspondence; sound judgment, discretion, and ability to handle confidential information; strong organizational skills, attention to detail, and ability to meet deadlines under pressure; working knowledge of collaboration platforms (e.g., SharePoint, Teams).

Explore related opportunities