VN 036/2026 Recruitment Operations Assistant

Job Description

Under the overall supervision of the head of Recruitment Unit and the direct supervision of the Human Resource Officer, the successful candidate will be part of the global recruitment team (REC) supporting the unit
in managing all recruitment adjacent tasks to ensure the efficiency of service delivery. In addition, Recruitment Operations Assistant will provide support in the recruitment and selection process of professional category (worldwide) and general service category (at Headquarters).

Responsibilities

1. Initiate due diligence checks from follow through until completion and coordinate with relevant stakeholders as appropriate on the required information.
2. Attend to basic queries received in the Recruitment Unit’s mailbox(es) including queries from candidates, trouble-shooting support, and escalation of technical issues. Distribute queries and requests received in the mailboxes to the relevant team members.
3. Carry out ad hoc educational verification of candidates to ensure validity of presented records.
4. Ensure timely processing of recruitment unit’s third party vendors’ invoices and requests such
   as job boards, consultants, etc.
5.  Collect the required information to effect costs recovery from hiring offices on the use of services that are subject to charge back.
6. Assist the Human Resource Officer in the creation of training materials on the use of Applicant Tracking System.
7. Screen applications and send vacancy closing notification to panel members.
8. Close requisitions in the applicant tracking system and notify unsuccessful candidates on the status of applications.
9. Conduct initial review of panel compositions and provide access for panel members and HR focal persons.
10. Assist in maintaining a roster of suitable candidates, keep track of rostered lists based on area of expertise and update the list based on eligibility.
11. Support in data clean-up activities for data integrity/accuracy and update recruitment tracker in collaboration with other Recruitment Assistants as applicable.
12. Backstop the Recruitment and Social Media Assistant when required.
13. Perform other recruitment related duties as may be assigned from time to time.

Qualifications

EDUCATION

• University degree in Human Resources Management, Business Administration or a related field from an accredited academic institution with two (2) years of relevant experience; or
• Completed High school / Secondary school education with four (4) years of relevant experience.

Accredited Universities are those listed in the UNESCO World Higher Education Database.

EXPERIENCE

• Experience working in a multi-cultural setting an advantage.
• Experience in recruitment operations and administrative support.

SKILLS

• High level of computer literacy, experience with HR IT systems and applicant tracking system is an advantage.
• Familiarity with Microsoft Power Apps and Power BI.
• Demonstrated organizational and time management skills.
• Outstanding verbal and written communication skills and ability to present ideas in a user-friendly
  language.
• Ability to work independently as well as part of a team and to thrive in a fast-paced environment.
• Proven networking skills and demonstrated client-service orientation.

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

Please refer to this link for guidance on IOM Job Category.

1. Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
2. 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.
3. Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.
4. 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.
5. 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.
6. 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.
7. No late applications will be accepted. Only shortlisted candidates will be contacted.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies.

Required Skills

Job info