SVN 2026/43 - Human Resources Assistant (Maternity cover) G4

Established in 1951, IOM is the United Nations Organization in charge of Migrations and works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates. 

Under the overall supervision of Resource Management Officer (RMO) and under direct supervision of the Senior Human Resources Associate the incumbent will be responsible and accountable for supporting human resources management in accordance with the organisation’s regulations and procedures. In particular, s/he will:

1. Support recruitment processes in the office by coordinating the publication of Vacancy Notice/Special Vacancy Notice, receiving and sorting applications, arranging interviews and tests, preparing all the required documentation and materials, sending communications to candidates, contacting previous employers for reference checks and any other related activity as assigned. 

2. Carry-out pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams, follow-up with Medical Services on medical clearances, coordination of orientation sessions, arrangement for security briefing and medical examinations, inclusion in insurance plans as appropriate, creation of personal file, etc. 

3. Perform assigned role(s) in the organizational HR system, paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports and other HR-related documentation.

4. Perform the role of Timekeeper; maintain, update and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in the system.

5. Support separation, classification, reclassification and promotion processes by collecting necessary documentation, drafting forms, making basic calculations, obtaining approvals and coordinating with relevant units in the Regional Office and Administrative Centers. 

6. 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. 

7. Draft certificates of employment, notices, letters, reports, presentations, graphs, etc.; update the organizational chart and support timely submission of documents.

8. Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arranging meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents. 

9. Respond to general inquiries regarding Human Resources policies, instructions and procedures.

10. Perform other related duties as assigned.

EDUCATION

• High School diploma with four years of relevant experience; or,
• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with two years of relevant professional experience.
• Accredited Universities are those listed in the UNESCO World Higher Education Database.

EXPERIENCE

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP or 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;  

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage;

• Experience in working closely with HR colleagues and other departments; 

SKILLS

• Strong organizational, coordination, communication and conflict resolution skills

• Understanding of HR policies, rules, and procedures, including recruitment and staff administration

• Computer literacy, including proficiency in MS Office applications.

• Knowledge of internal IOM systems and procedures, such as Oracle will be an advantage

• Knowledge of labor law basics and HR compliance requirements.

• Document drafting: contracts, letters, HR reports.

• Handling sensitive employee data responsibly in Confidentiality and discretion.

• Organizational skills: ability to manage multiple administrative tasks efficiently.

• Communication skills: clear, professional interaction with employees and managers.

• Problem-solving and adaptability: handling unexpected HR issues with flexibility.

• Attention to detail: ensuring accuracy in records and compliance processes.

   

LANGUAGES
IOM’s official languages are English, French, and Spanish. 

For this position, fluency in English and French is required (oral and written).