Position Title : Sr. Human Resources Assistant

Duty Station : IOM Philippines – Country Office (Cotabato)

Classification : General Service Staff, Grade G-6

Type of Appointment : Fixed term, one year with possibility of extension

Estimated Start Date : As soon as possible

Closing Date : 31 December 2024

Under the overall guidance of the Head of Sub-Office in Cotabato City and direct supervision from National Resources Management Officer in Cotabato City, with technical guidance from the Head of Resources Management, the successful candidate will be responsible for providing support in the full implementation of HR administrative activities, programs and initiatives of the Organization and in ensuring consistent application of policies and procedures in compliance with the Unified Staff Rules and Regulations (USRR). S/he will provide overall Human Resources support for Sub-Office in Cotabato, Philippines in line with IOM policies, standards and commitments.

Responsibilities:

• Participate in evaluation of staffing needs in the office and assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc.
• Carry-out and coordinate pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Health Insurance Medical Service (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.
• Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input, maintain and verify data based on approvals and supporting documentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate and coordinate prompt actions; generate, edit and review reports, contract extensions, personnel actions and other related documentation.
• Monitor attendance and leave administration; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM.
• Carry-out and monitor a wide range of Human Resource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.
• Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; create and maintain a systematic way to archive Human Resources documents (electronic and hard copies). Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
• Monitor compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
• Plan and coordinate the organization of Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records. Participate in assessments of staff training and development needs.
• Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard and more complex inquiries and refer the most sensitive ones as appropriate.
• Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office. Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices. Provides comments on interpretation
• Participate in inter-agency Human Resources related working groups as assigned.
• Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit.
• Perform other related duties as assigned.

Qualifications

Education

• High School diploma with six years of relevant experience; or,
• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with four years of relevant professional experience.

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage;
• Attention to detail, ability to organize paperwork in a methodical way;
• Discreet, details and clients-oriented, patient and willingness to learn new things; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage

Skills

• High level of computer literacy and advanced knowledge in using MS Office Suite.
• Experience with HR IT systems and applications, especially SAP.
• Experience with Oracle an advantage

Languages

• Fluency in English and Filipino (oral and written)

Desirable:

• BARMM Languages

Required Competencies IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values – all IOM staff members must abide by and demonstrate these five values:

• Respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
• Demonstrates willingness to take a stand on issues of importance.
• Shows compassion for others, and makes people feel safe, respected and fairly treated.

Core Competencies – Behavioural Indicators Level 1

• Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Produces and delivers quality results in a service-oriented and timely manner; is action-oriented and committed to achieving agreed outcomes.
• Continuously seeks to learn, share knowledge and innovate.
• Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
• Encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Notes

• Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
• Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.
• Only candidates residing in either the country of the duty station or from a location in a neighboring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighboring country located within commuting distance, and work permit, as applicable.