Senior Human Resources Assistant

VN-US97-2024-040 Senior HR Assistant

Position Title: Senior Human Resources AssistantDuty Station: IOM, Washington, D.C., United StatesClassification: G-6 (1 position)Type of Appointment: Fixed term, one year with possibility of extension, 100%Full-Time. Appointment is subject to funding confirmation.Closing Date: April 30, 2024The current salary for this position is $6,329.75 (Monthly)

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 ORACLE 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 analyze leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in ORACLE.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.Assist with the annual Medical Insurance Campaign for eligible employees and their dependents in MSP, local Kaiser Insurance, Long term Disability Insurance. (Task includes arranging for the employees' inclusion/exclusion in/from the MSP, tracking the submission of docs required to support the premium contribution configuration).Payroll ProcessingAnalyze, verify, and process payrolls for all employees and non-staff members, ensuring timely and accurate payment of salaries.Prepare and submit all the required payroll reports in ORACLE and PAYCHEX to relevant units on a timely manner.Strictly adhere to the schedules for payroll runs and require compliance by all units involved that all payroll related data are submitted and must be received by Payroll Unit on time.Verify that all input elements (entitlements, advances, loans, variable elements) are properly captured and encoded in ORACLE and PAYCHEX.Validate payroll results to ensure accuracy of all payments and deductions.Ensure that amounts included on the Personnel Action transfers, separations from service, etc. are accurately paid and/or deducted from staff members.Ensure projectization percentages and WBS have been updated. Reconcile with relevant unit/s the projectization discrepancies to ensure staff costs are correctly charged to projects.Administer the payment of the terminal emoluments to all separated staff due to resignation, retirement, and end of contract. Ensure recovery of all outstanding debts.Perform the cross-validation procedures before payroll exit. • Periodically check adherence of payroll elements to existing rules and regulations, and related instructions, and note deviations for escalation or other necessary actions.Communicate all ORACLE Payroll related issues to ORACLE Helpdesk and follow-up resolutions made.

Qualifications

EDUCATIONHigh 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 those listed in the UNESCO World Higher Education Database.EXPERIENCEProficient in MS Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Oracle 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.SKILLSExcellent communication skills.Competency in HR software and tools.Excellent research skills.Ability managing conflict resolution.Ability analyzing data.Proficient Time-management skills.Ability to work with minimum supervision.LANGUAGEFluency in English is required (oral and written).REQUIRED COMPETENCIES

VALUES - All IOM staff members must abide by and demonstrate these five values:Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.Courage: Demonstrates willingness to take a stand on issues of importance.Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

CORE COMPETENCIES - Behavioural indicators – Level 2

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

MANAGERIAL COMPETENCIES - Behavioral indicators – Level 2

Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.Humility: Leads with humility and shows openness to acknowledging own shortcomings.

NotesThis vacancy does not offer work sponsorship.This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.This post is subject to local recruitment. Only those holding a US Citizenship or Permanent residence for the country where this position is based will be eligible for consideration.Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable. Vaccination against COVID-19 will be required for IOM personnel who are hired or otherwise engaged by IOM. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination.