Job Description

Position Title: Human Resources Clerk
Duty Station City: Caracas
Duty Station Country: Bolivarian Republic of Venezuela
Grade: Ungraded
Contract Type: Special Short-Term
Recruiting Type: General Service
Vacancy Type: Special Vacancy Notice
Initial duration: Six months with possibility of extension

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 first- and second-tier candidates, particularly qualified female 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, the following are considered first-tier candidates:

1. Internal candidates.

Second tier candidates include:

1. All external candidates.

Organizational Context and Scope

The International Organization for Migration (IOM), the United Nations Migration Agency, is the leading intergovernmental organization in the field of migration and works closely with governmental, intergovernmental, and non‑governmental partners. IOM promotes the orderly and humane management of migration, advances international cooperation on migration issues, supports practical solutions to emerging challenges, and provides humanitarian assistance to migrants in need, including internally displaced persons.

Under the overall supervision of the Chief of Mission and the direct supervision of the Human Resources Associate and in close collaboration with the Resources Management Officer, the Human Resources Clerk will be responsible for the following tasks:

Responsibilities

1. Provide clerical assistance for the smooth running of the Human Resources processes and activities in the office.

2. Provide general assistance in recruitment processes including but not limited to circulation of vacancy announcements, interview arrangements, preparation of materials necessary for the interviews and technical test, support with reference checks, sending out messages to candidates, 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; generate reports, and other Human Resources-related documentation.

4. Support with the processing of all non-staff payments and maintain the relevant files up to date.

5. Monitor and ensure personnel’s compliance for mandatory IOM trainings and performance evaluations processes.

6. Maintain orderly personnel files of staff, instructions, bulletins and other documents in the Human Resources Unit (electronic and/or hard copies).

7. Assist in the retrieval, drafting and formatting of reports, letters, notes and other Human Resources-related correspondence as directed. 

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

9. Perform other related duties as assigned.

Qualifications

Required Qualifications and Experience

Education

• High School diploma with three years of relevant experience; or,

• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with at least one year of relevant professional experience

Experience

• Proficient in Microsoft 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. 

Skills

• High discretion and professionalism.

• Emotional Intelligence.

• Analytical thinking.

• Problem solving.

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

Required: For this position, fluency in Spanish and 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 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.

Notes

• IOM only accepts online profiles duly completed.
• Only shortlisted candidates will be contacted.
• Offer and contract issuance subject to funding availability.
• IOM does not charge a fee at any stage of its recruitment process.
• This vacancy is only available for local citizens or foreigners with right of residence and right to work in the country.

Required Skills

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