Senior Human Resources and Administrative Associate (Expedited Recruitment)

Job Description

Introduction

Established in 1951, IOM is a Related Organization of the United Nations and the leading UN agency in the field of migration. Working closely with governmental, intergovernmental and non-governmental partners, IOM promotes humane and orderly migration for the benefit of all. It saves lives and protects people on the move, drives solutions to displacement, and facilitates pathways for regular migration, while providing services and advice to governments and migrants. 

IOM is committed to fostering a respectful, inclusive and supportive workplace where all employees can thrive professionally and feel valued. By creating such an environment, IOM aims to better harness the full potential of migration and strengthen its support to people on the move.

IOM invites candidates from diverse backgrounds to apply and provides reasonable accommodation throughout the recruitment process when required. Learn 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 and internal-equivalent candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Chief of Mission (CoM) in IOM Panama Country Office with Coordinating Functions for Cuba and direct supervision of the Resources Management Officer (RMO), and in collaboration with relevant units at Headquarters, Global Shared Services Centre and Regional Office, the Senior Human Resources and Administrative Associate will be responsible and accountable for managing the human resources and administrave funtions in IOM Panama COCF.

Responsibilities

Human Resources Management

1. Assist in drafting/posting vacancies, screening applicants, preparing written tests, scheduling interviews, supporting interview panels, conducting reference checks, preparing job offers, and managing recruitment mailboxes.

2. Support pre-employment and onboarding procedures specifically on EOD documentation, medical clearances, orientation and induction, insurance enrolment coordination, security briefing arrangements, and personnel file creation.

3. Input, verify, and maintain HR data; monitor contract and entitlement status; generate HR reports; verify eligibility for allowances; prepare and process personnel actions.

4. Assist  in coordinating classification, reclassification, promotion, and separation processes by compiling documentation, preparing forms, performing calculations, and coordinating with Regional Offices, Global Shared Services Centre, and HRM in Geneva.

5. Monitor attendance and leave administration; produce reports; communicate procedures; respond to queries on leave matters.

6. Coordinate performance management compliance, follow-up with staff, and provide technical guidance on system use.

7. Maintain and update HR records, personnel files, recruitment files, SOPs, internal controls, guidelines, and HR policy documents (both electronic and physical).

8. Prepare HR letters, employment certificates, notices, memos, reports, organisational charts, and presentations.

9. Participate in HR working groups, Communities of Practice, and inter-agency HR forums as assigned.

10. Provide guidance to administrative staff and assist new staff in understanding HR processes.

11. Identify areas for improvement in HR processes, provide inputs on procedural enhancements, and support resolution of sensitive HR cases through data consolidation and background summaries.

Administrative and Protocol Support

1. Assist with logistics for new staff: visas, entry permits, re-entry visas, ID cards (IOM/UN), and other formal requirements.

2. Maintain updated information and reference materials on immigration, Ministry of Foreign Affairs requirements, and related administrative policies.

3. Maintain databases on visas, stay permits, and residency requirements; issue reminders to personnel and provide relevant procedural guidance.

4. Liaise with government authorities, diplomatic offices, and other UN agencies to support protocol matters and administrative arrangements.

General Support

1. Respond to standard and moderately complex inquiries from staff on HR and admin policies, entitlements, and procedures.

2. Coordinate HR and administrative events, including staff development and training sessions; maintain training records and assist with training needs assessments.

3. Perform such other relevant duties as maybe assigned.

Qualifications

Required Qualifications and Experience

Education

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

• High School diploma with six years of relevant professional experience.

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

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Oracle/SAP is a distinct advantage;
• Attention to detail, ability to organise paperwork in a methodical way; 
• Discreet, details and clients-oriented, patient and willingness to learn new things;
• Experience liaising with government and diplomatic authorities for protocol matters; and,
• Experience working in international, non-profit, or multi-cultural environments is an advantage.

Skills

• Excellent interpersonal and communication skills;

• Strong organisational and administrative abilities;

• Knowledge of IOM/UN HR policies, donor programming, and HR procedures; and,

• Ability to maintain accurate records, handle sensitive information, and ensure data integrity.

Languages

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English and Spanish is required (oral and written).

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 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.

Managerial Competencies – behavioural indicators Level 2, if with direct reports

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings. 

Notes

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

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.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

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.

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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