Human Resources Assistant

Organizational Context

IOM is a UN-related organization focused on migration. This role, under the overall supervision of the Head of Resources Management and direct supervision of the National Human Resources Officer, is situated within the IOM Cairo Mission. The incumbent will provide administrative and operational support to the mission's human resources functions.

Job Purpose

The Human Resources Assistant plays a crucial role within the IOM Cairo Mission, operating under the guidance of the Head of Resources Management and the National Human Resources Officer. The primary purpose of this position is to provide comprehensive administrative and operational support across all human resources functions. This includes facilitating recruitment processes, managing pre-employment activities, maintaining accurate HR data in organizational systems, and administering leave entitlements. The role contributes significantly to the efficient functioning of the HR unit by ensuring compliance with IOM regulations, supporting staff development, and handling various personnel actions. By providing timely and accurate HR services, the incumbent helps foster a supportive and well-managed work environment, enabling the mission to effectively achieve its migration-related objectives. This position is vital for maintaining robust HR operations, ensuring smooth personnel management, and supporting the mission's workforce in delivering its mandate.

Responsibilities

The Human Resources Assistant is responsible for coordinating recruitment processes, including drafting vacancy notices, screening applications, organizing interviews, and conducting reference checks. The role involves carrying out pre-employment activities such as preparing Entry on Duty documentation, facilitating medical exams, coordinating insurance enrollment, and delivering induction sessions. The incumbent will perform assigned roles in the organizational HR system, ensuring data consistency, inputting and maintaining personnel data, verifying allowances, monitoring contractual situations, and generating reports and documentation like contract extensions. This position also acts as a Timekeeper, monitoring and reconciling leave quotas and responding to leave administration inquiries. The assistant will handle various HR actions, including documentation for separation, classification, promotion, and disciplinary cases, coordinating with regional and HQ offices as needed. Key duties include preparing personnel reports, drafting correspondence, maintaining electronic and physical HR archives, and monitoring compliance with performance evaluation processes. The role also involves organizing HR events, staff development activities, providing information to staff on entitlements, identifying process improvements, participating in inter-agency HR working groups, and guiding junior staff. Additionally, the assistant supports visa preparation for international staff and other related administrative tasks.

Work Experience

Required experience includes providing administrative and operational support in HR areas like recruitment, onboarding, personnel administration, or benefits. Advantageous experience includes working with ERP or HRMS for personnel actions and record maintenance, maintaining confidential personnel records with discretion, and prior work with international humanitarian organizations or similar multi-cultural settings.

Skills

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, E-mail, Outlook). Experience with SAP is a distinct advantage. Attention to detail and methodical organization of paperwork. Discreet, client-oriented, patient, and eager to learn. Knowledge of HR Systems, including Oracle applications. Strong organizational and time management skills, with the ability to manage multiple tasks and meet deadlines.

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