Human Resources Assistant (Staffing and Mobility)

Under the overall supervision of the Chief, Talent Management Unit and the direct supervision of the Staffing & Mobility Specialist, the HR Assistant will provide administrative support to the Staffing & Mobility Unit (SMU), the Staff Development and Learning Unit (SDL) and Human Resources Management Division (HRM).

Core Functions / Responsibilities:
1. Provide administrative support to the Appointment and Posting Board (APB), in
particular:

a. schedule APB meetings, as requested;
b. ensure that all relevant documents are in order for each appointment;
c. prepare the templates for the APB minutes.
d. coordinate with Manila Human Resources Operations (MHRO) the results
of approved APB recommendations;
e. maintain APB records and relevant background information;
f. ensure confidentiality throughout the entire APB process.

2. Act as a member of the Rotation Appointment Posting Board (RAPB) Secretariat
and provide administrative support to the RAPB process on an on-going basis, in
particular:

a. prepare and keep up to date the list of staff members eligible for each
rotation cycle; prepare other relevant tables and statistics as requested;
b. ensure the logistics for the annual RAPB consultation;
c. ensure that all relevant documents are in order for each RAPB
conference and records are kept up to date for each staff member
throughout the rotation process;
d. issue relevant letters throughout the rotation process for all eligible staff
members;
e. ensure RAPB members have access to up-to-date information and
facilitate the communication with all parties involved in the rotation
decision process.

3. Vacancy Notice selection process:

a. assist with scheduling candidates' interviews and coordinate with panel
members as required for headquarters (HQ) based selection processes;
b. coordinate and administer written tests as required; compile the
confidential results and forward to the members of the panel.

4. Prepare contracts for interpreters, prcis writers and conference typists for
meetings with Member States taking place in Geneva.

5. Create Human Resources (HR) databases, generate statistics and reports, draft
HR documents and messages and prepare briefing schedules as requested.

6. Assist the SMU Specialist with the administrative arrangements and the
preparation for IOM documentation for career fairs and events as required.

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7. Prepare briefing schedules for visiting the Junior Professional Officer (JPOs) as
requested.

8. Support the organization and administration of learning events as needed.

9. Prepare purchase orders for the unit and HRM, as needed and maintains the
HRM office supplies.

10. Act as a focal point for the HR Assistant and Assistant to the Director of HRM
when they are on leave.

11. Distribute mail incoming to the Department on a daily basis.

12. Perform other such duties as may be assigned.

Required Competencies

Behavioural

Takes responsibility and manages constructive criticism;
Works effectively with all clients and stakeholders;
Promotes continuous learning; communicates clearly;
Takes initiative and drives high levels of performance management;
Plans work, anticipates risks, and sets goals within area of responsibility;
Displays mastery of subject matter;
Contributes to a collegial team environment;
Incorporates gender-related needs, perspectives, and concerns, and promotes equal
gender participation;
Displays awareness of relevant technological solutions;
Works with internal and external stakeholders to meet resource needs of IOM.

Technical

Effectively applies knowledge of relevant Human Resources theories and
practices, and recognizes their application within existing IOM processes;
Delivers Human Resources solutions customized to the needs of IOM.

Required Qualifications and Experience

Education

Completed secondary school education from an accredited academic institution
with four years of relevant professional experience.

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Experience

Experience in the fields of administrative support or HR;
Solid knowledge of PCs and MS Office software (Word, Excel, Outlook, etc);
Prior experience of working within the UN Common System or in an international
/ non-governmental organization a distinct advantage.

Languages

Fluency in English and French or Spanish is required.

NOTE:

1. Applications from candidates who hold higher qualifications from an accredited
Institution of higher education may be considered.

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