Human Resources Assistant

Organizational Context

The International Organization for Migration (IOM), established in 1951, is the leading UN agency in migration. It collaborates with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration, save lives, protect people on the move, and facilitate pathways for regular migration. IOM fosters an inclusive and supportive workplace.

Job Purpose

The Human Resources Assistant (G4) in Caracas, Venezuela, plays a crucial role in supporting the organization's human resources functions. This position contributes to the efficient and effective management of HR processes, ensuring compliance with IOM regulations and policies. The role is vital for maintaining accurate HR records, facilitating recruitment and onboarding, and supporting staff with HR-related inquiries. By ensuring smooth HR operations, the assistant helps IOM achieve its mandate of promoting humane and orderly migration and supporting migrants worldwide.

Responsibilities

Support recruitment processes by coordinating vacancy announcements, screening applications, scheduling interviews, and conducting reference checks. Manage pre-employment activities, including preparing documentation, coordinating medical exams, and facilitating orientation sessions. Maintain and update the HR system with accurate data, monitor contractual situations, and generate reports. Act as Timekeeper, managing leave quotas, reconciling records, and responding to staff inquiries. Assist with separation, classification, and promotion processes by collecting documentation and obtaining approvals. Maintain electronic and physical HR archives. Draft HR-related documents such as certificates of employment and reports. Support the organization of meetings and training activities. Respond to general HR policy inquiries and perform other assigned duties.

Work Experience

Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook). Experience with SAP is advantageous. Prior work experience with international humanitarian organizations or in a multi-cultural setting is beneficial. Key attributes include attention to detail, methodical organization, discretion, client orientation, patience, and a willingness to learn.

Skills

Good computer literacy. Ability to work with national and international institutions. Skill in preparing clear and concise reports. Good communication skills. Ability to identify resource requirements and report them to the supervisor.

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