Human Resources Associate

Job DescriptionApplications 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. Project Context and Scope Under the overall supervision of the Senior Resources Management Officer (SRMO) in the Sub Regional Office in South Africa, Pretoria and the direct supervision of the Sub-Regional Human Resources Officer; and, in collaboration with relevant units at Regional Office and the Administrative Centers, the Human Resources Associate will be responsible and accountable for handling HR duties and tasks in the sub-regional office as outlined in the responsibilities and duties below. Responsibilities Assist the sub-region offices in the coordination of recruitment processes, including but not limited to providing guidance to hiring managers on the preparation of Position Description / Terms of Reference, drafting and posting Vacancy Notice / Special Vacancy Notice / Call for applications; 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 support the HRFP in the sub-region in the 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 Medical Services on medical clearance, coordinate enrolment in insurance plans as appropriate, support the coordination and delivery of induction sessions, arrangement for security briefing, etc. Perform and support the HRFP in the sub-region with the assigned role(s) in WAVE, paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situations and entitlements, and initiate prompt actions and generate reports, contract extensions, personnel actions and other related documentation. Perform and support the HRFP in the sub-region in the role of Timekeeper; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in the system. Carry-out and support the HRFP in the sub-region a wide range of Human Resources actions, including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc. and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate. Prepare all reports on personnel matters for the sub-regional office; and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc. open and update personal files, 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. Assist HRFP in the sub region in monitoring compliance with the performance evaluation process and follow-up with staff and supervisors as needed; facilitate compliance by providing technical guidance on the use of the system. Organize Human Resources events including staff development and training activities in coordination with the relevant units at HQ and maintain updated records for the sub-regional office. Provide information to staff members in the sub-regional office on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer the most sensitive / complex cases 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 analysing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices. Participate in inter-agency Human Resources related working groups as assigned. Provide guidance and training to new / junior staff in the unit Perform other related duties as assigned. Qualifications EDUCATIONHigh school diploma with five years of relevant experience; or, Bachelor's degree in Human Resources, Business Administration, Psychology or related field from an accredited academic institution with three years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database. EXPERIENCEProficient 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. Prior work experience with international humanitarian organizations, non-government or government institutions / organization in a multi-cultural setting is an advantage. SKILLS Strong interpersonal and communication skills to interact effectively with staff at all levels. Attention to detail and accuracy in data management, reporting, and HR documentation. Ability to work collaboratively in a multi-office / sub-regional environment. LANGUAGES IOM's official languages are English, French, and Spanish. For this position, fluency in English is required (oral and written). 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 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. 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 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 valid residence and work permit 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. 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 online recruitment system. The online tool also allows candidates to track the status of their application. For further information and other job postings, you are welcome to visit our website : IOM Careers and Job Vacancies #J-18808-Ljbffr