VN 072/ 2026 HR Associate (Position Management)

Job Description

Under the overall supervision of the Senior Human Resources Officer (Organizational Design, Management and Classification) and the direct supervision of the National Human Resources Officer (Organizational Structure and Position Management), the Human Resources (HR) Associate (Position Management)will assist in the updates of the organizational structure in Enterprise Resource Planning (ERP) system, aligned with the reporting lines and Position Description’s (PD) functions and responsibilities for all Professional staff members worldwide and General Service (GS) staff members in Switzerland and Valencia. The successful candidate will be the custodian of the PDs for the staff members in Professional category and produce relevant reports.

Responsibilities

1. Assist in the creation and maintenance of new positions for staff members in the Professional category worldwide, GS in Switzerland, and interns and consultants in Switzerland and Valencia.

2. Support the update of the organizational structure to include new Organizational Units and assist in the creation of new duty stations after the relevant information is collected and approvals are granted.

3. Liaise internally with various Units to support the accuracy and consistency of data maintained for positions and other elements of the organizational structure.

4. Support in a wide range of Position/Organizational Management actions upon request or in collaboration with Organizational Design, Management and Classification Unit (ODMCU), Global, Regional Offices (ROs) and Country Offices (COs) worldwide; providing support when undergoing a structural review or general reclassification exercise by establishing, updating, and abolishing positions and organizational Units.

5. Provide input in the drafting of workflows related to the position management to support HR compliance across the organization.

6. Assist in the processing of in-grade and exceptional transfers, particularly by providing guidance on preparation of documents and drafting memos, as well as following up on required signatures in COs and ROs.

7. Maintain an inventory/repository of the PDs for the staff members in Professional category and GS in Geneva, to support rotation exercises, in-grade transfers among other administrative processes.

8. Gather missing PDs in the inventory which have not been sent to ODMCU and, when needed, support the updating of PDs and revise them in line with new templates or organizational structures.

9. Collect and provide PDs to support audits, rotation exercises, various HR investigations, and other administrative processes.

10. Support the maintenance and updating of information related to core positions, including new core positions, updates and delimitations in close coordination with Budget.

11. Respond to routine inquiries from various units regarding processes, best practices, and troubleshooting related to organizational structure, PD, and related topics.

12. Collect data and prepare statistics and reports related to organizational structures, positions, or similar.

13. Support the creation and/or deletion of forms, updating reporting lines in coordination with the Senior HR Associate.

14. Update and maintain electronic archiving systems in the Unit, including guidelines and manuals, internal controls, data of staff-related records in compliance with established standards.

15. Provide assistance to the implementation of on-going ODMCU projects by undertaking assigned tasks, tracking progress, and giving inputs to support project initiatives.

16. Perform such other relevant duties as maybe assigned.

Qualifications

EDUCATION

• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field from an accredited academic institution with three (3)  years of relevant professional experience; or

• High school diploma with five (5) years of relevant experience.

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

EXPERIENCE

• Experience in human resources, personnel administration, organisational management support, records management, or a related field;

• Experience maintaining HR records, organisational structure data, position-related information, or similar administrative data within HR systems or databases;

• Experience supporting HR processes through document preparation, record maintenance, workflow follow-up, and coordination with internal stakeholders;

• Experience preparing reports, statistics, spreadsheets, or other administrative documentation using standard office applications; and,

• Prior  work experience with  international humanitarian  organisations, non-government  or government institutions/organisation in a multicultural setting is an advantage. 

SKILLS

• Good organisational skills with the ability to maintain accurate records, track requests, and manage multiple administrative tasks;

• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook, and experience working with HR information systems;

• Ability to follow and apply established procedures, guidelines, and instructions with attention to detail and accuracy; and,

• Good communication and interpersonal skills with the ability to respond to routine inquiries and work effectively with colleagues across different offices and units.

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

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