Introduction
Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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 ensuring a workplace where all employees can thrive professionally, while working towards harnessing the full potential of migration. Read more about IOM's workplace culture at IOM workplace culture | International Organization for Migration.
Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
Organizational Context and Scope
Under the overall supervision of the Chief Information Officer/Director Information and Communications Technology (ICT) Department and the direct supervision of the Human Resources Officer, the Human Resources Associate will provide administrative and operational support across the full spectrum of the Human Resources functions to the ICT Department.
Responsibilities: 1. Assist in coordination of recruitment processes, including but not limited to, providing information to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening applications, scheduling interview, 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.
2. Assist in pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation; support coordination of EOD medical exams and follow-up with Medical Services on medical clearance, enrollment in insurance plans as appropriate, and delivery of induction sessions, and arrangement for security briefing.
3. Monitor all staff contracts and extensions, and liaise with Unit Heads, the Head of Resource Management, and Finance, while supporting coordination with Human Resources Administration Unit (HRAU) Operations for the timely processing of staff contracts. Provide support for consultant contract management in alignment with applicable policies, and maintain updates related to contract changes.
4. Perform assigned roles within the organizational ICT Department HR system, maintaining high standards of data consistency and accuracy. Input, update, and maintain HR data in line with approved documentation and established procedures; regularly update the HR database for all staff, including non-ICT personnel within the Valencia staffing structure, support data integrity reviews and position verification activities within the system and prepare routine monthly HR statistics.
5. Liaise with Unit Heads to facilitate timely and accurate updates to HR records. Prepare and submit monthly reports for management review, highlighting staffing changes and supporting data verification activities. Support ongoing data validation processes and maintain of records within the system.
6. Prepare all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, and related documentation; open and update personal files; create and maintain a systematic archiving of Human Resources documents (electronic and hard copies). Update and maintain electronic archiving systems in the unit, including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines, manuals, and internal controls documents.
7. Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions, and procedures to respond to standard inquiries.
8. Provide information during the Valencia onboarding process for new colleagues in liaison with the Administrative Associate and provide support during orientation sessions.
9. Act as the focal point for staff offboarding processes, providing support through the validation and review of separation checklists. Support internal separation procedures and liaise with Human Resources Administration Unit (HRAU) Operations to regarding notification and processing of related changes.
10. Perform such other duties that may be assigned.
Qualifications: Education
University degree in Human Resources, Business Administration, Psychology, or related field from an accredited academic institution with three years of relevant professional experience. or,
Completed High school/Secondary school education with five years of relevant experience.
Experience
Experience working in a fast-paced, high-volume operational environment;
Demonstrated organizational skills and ability to organize large volumes of work and set priorities under competing deadlines;
Proficient in Microsoft Office applications, e.g., Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Oracle is an advantage;
Attention to detail, ability to organize paperwork in a methodical way;
Discreet, client-oriented, patient, and willing to learn new skills; and,
Prior work experience with international humanitarian organizations, non-governmental or government institutions, or organizations in a multi-cultural setting is an advantage.
Skills
Knowledge of administrative, HR, and support processes;
Proven verbal and written communication skills and the ability to interact professionally with a diverse group of staff and stakeholders;
Proven organizational and administrative skills;
Ability to prepare routine reports and coordinate administrative activities; and,
Attention to detail and ability to maintain accurate records and documentation.
Language
IOM’s official languages are English, French and Spanish. All staff members are required to be fluent in one of the three languages.
For this position, fluency in English is required (oral and written).
Working knowledge of French and/or Spanish is an advantage.
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.
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:
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 1
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.
Notes
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.
Only candidates possessing the right of residence and right to work in Spain can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff.
Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
IOM only accepts duly completed applications submitted through the IOM e-Recruitment system (for internal candidates link here ). The online tool also allows candidates to track the status of their application.
Only shortlisted candidates will be contacted.
