Human Resources Assistant

Organizational Context

The International Organization for Migration (IOM) is a leading inter-governmental organization dedicated to promoting humane and orderly migration for the benefit of all. This Human Resources Assistant role is based in Kyiv, Ukraine, supporting the organization's mission within the region.

Job Purpose

The Human Resources Assistant will provide comprehensive support to the Human Resources unit, ensuring the efficient and effective administration of HR processes. This role is crucial for maintaining accurate employee records, facilitating recruitment and onboarding, managing time and attendance, and supporting various HR initiatives. The assistant will contribute to a well-functioning HR department by ensuring compliance with organizational policies and procedures, thereby supporting the overall operational effectiveness of IOM in Ukraine.

Responsibilities

Support recruitment by coordinating vacancy announcements, screening applications, scheduling interviews, and preparing documentation. Conduct pre-employment activities, including preparing onboarding documents, coordinating medical exams, and facilitating orientation sessions. Maintain and update employee data in the HR system (Wave), ensuring accuracy and consistency, and monitor contractual status and entitlements. Act as Time-keeper, managing leave records, processing requests, and providing guidance on leave administration procedures. Assist with separation, classification, and promotion processes by gathering necessary documentation and coordinating with relevant units. Maintain organized electronic and physical HR filing systems, including personnel and recruitment files. Draft HR-related documents such as certificates of employment and reports. Support the organization of HR meetings and training events through logistical arrangements. Respond to general HR inquiries and perform other related duties as assigned.

Work Experience

Prior work experience in a multi-cultural setting with international humanitarian organizations, non-government, or government institutions is advantageous.

Skills

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with Wave HR system is a distinct advantage. Strong attention to detail, organizational skills, discretion, client-orientation, patience, and a willingness to learn.

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