Job Description
Open to Internal
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.
Context:
Under the overall supervision of the Human Resources Officer and direct supervision of the Senior Human Resources Associate, the Human Resources Associate will support the delivery of a broad range of human resources services for IOM Philippines. The incumbent will contribute to the implementation of HR policies, procedures, and initiatives in line with IOM regulations, rules, and standards, ensuring efficient and client-oriented HR service delivery.
The position will support various human resources functions, including recruitment and selection, onboarding and offboarding, personnel administration, contract management, learning and development, workforce planning, HR reporting, records management, and employee support services. The incumbent will work collaboratively with HR team members and stakeholders across the mission to contribute to business continuity, operational effectiveness, and continuous process improvement within the HR Unit.
The position will work closely with the other Human Resources Associate and the Senior HR Associate to ensure that HR data, compliance monitoring, recruitment processes, employee lifecycle actions, and management reporting are aligned and effectively coordinated.
Responsibilities
Assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, 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 coordinate 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 enrollment in insurance plans as appropriate, support the coordination and delivery of induction sessions, arrangement for security briefing, etc.
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; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate prompt actions and generate reports, contract extensions, personnel actions and other related documentation.
Perform 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 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 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 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.
Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer to the most sensitive/complex ones.
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
Required Qualifications and Experience
Education
High School diploma with five years of relevant experience; or,
Bachelor's degree in Human Resources, Business Administration, Psychology or related field with three 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 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; and,
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Skills
Knowledge of human resources policies, procedures, and practices.
Ability to apply organizational rules and regulations to HR processes and transactions.
Strong organizational and planning skills with attention to detail.
Ability to maintain confidentiality and handle sensitive information appropriately.
Good analytical and problem-solving skills.
Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook.
Ability to work effectively in a multicultural environment.
Strong interpersonal and teamwork skills.
Ability to communicate clearly and professionally with internal and external stakeholders.
Ability to manage multiple priorities and meet deadlines.
Desirable
Experience using HR information systems, ERP systems, or workforce management tools.
Knowledge of data analysis, reporting, and dashboard preparation.
Experience supporting recruitment and onboarding processes.
Knowledge of process improvement methodologies and digital tools.
Familiarity with document management systems and electronic records management.
Languages
IOM’s official languages are English, French, and Spanish.
Required
For this position, fluency in English is required (oral and written).
Desirable
Working knowledge of Filipino/Tagalog.
Knowledge of another official UN language (Arabic, Chinese, French, Russian, or Spanish) is an advantage.
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
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
- 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.
How to apply:
Interested candidates are invited to submit their applications via IOM e-Recruitment system within the above said deadline at 11:59 p.m. (Manila Time) referring to this advertisement. Please attach the following documents in your application:
a cover letter, indicating the dates of availability; and
a curriculum vitae.
Other
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.
Required Skills
Job info
Contract Type: Fixed-term (1 year with possibility of extension)Org Type: Country Office
Vacancy Type: Vacancy Notice
Recruiting Type: General Service
Grade: G-5
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No