EXPEDITED VN-US10-2026-073 Senior Administrative and Human Resources Associate

Job Description

"This vacancy is open to Internal & Separated Staff Only"

Job Identification (Reference Number): VN-US10-2026-073
Position Title: Senior Administrative and Human Resources Associate
Duty Station City: Washington D.C. 
Duty Station Country: United States of America 
Grade & Salary: G6, Step 1 (USD 7,718.16 Monthly)
Contract Type: One Year Fixed Term
Vacancy Type: Vacancy Notice 
Initial duration: 12 months 

​​Under the direct supervision of the Senior HR Assistant, and the general supervision of the National Human Resources Officer, the successful candidates will provide support to the unit and will be responsible for the following functions:​ 

Responsibilities

1. Participate in evaluation of staffing needs in the office and assist in coordination of recruitmentprocesses,includingbutnotlimitedto,providingguidancetohiringmanagerson 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.

2. Carry-outandcoordinatepre-employmentactivities suchaspreparationofEntryonDuty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Health Insurance Medical Service (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.

3. Perform assigned role(s) in ORACLE HR paying special attention to data consistency and accuracy; input, maintain and verify data based on approvals and supportingdocumentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate and coordinate prompt actions; generate, edit and review reports, contract extensions, personnel actions and other related documentation.

4. Monitor attendance and leave administration; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in ORACLE.

5. Carry-out andmonitor awide range of HumanResource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.

6. Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; 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.

7. Monitor compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use ofthe system.

8. Plan and coordinate the organization of Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records. Participate in assessments of staff training and development needs.

9. Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard and more complex inquiries and refer the most sensitive ones as appropriate.

10. 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 analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices. Provides comments on interpretation

11. Participateininter-agencyHumanResourcesrelatedworkinggroupsasassigned.

12. Assist with the annual Medical Insurance Campaign for eligible employees and their dependents in MSP, local Kaiser Insurance, Long term Disability Insurance.(Task includes arrangingfortheemployees' inclusion/exclusionin/fromtheMSP,trackingthesubmissionof docs required to support the premium contribution configuration).

13. MaintainUNJSPFenrolments

14. Prepare 401K monthly reports and semi-annual 401K accumulation reports.Submit thesereportstotheassignedlocal401Kprovider.Prepare401KYearlyCensusdata forthe appropriate local authorities.

15. Serve as a focal point to the IOM employees in the US for the 401K plan website;provide information on plan procedures, enrolment, loans and distributions to theparticipants

    Payroll Processing

16. Analyze, verify, and process payrolls for all employees and non-staff members, ensuring timely and accurate payment of salaries.

17. Prepare and submit all the required payroll reports in ORACLE and PAYCHEX to relevant units on a timely manner.

18. Strictly adhere to the schedules for payroll runs and require compliance by all units involved that all payroll related data are submitted and must be received by Payroll Unit on time.

19. Verify that all input elements (entitlements, advances, loans, variable elements) are properly captured and encoded in ORACLE and PAYCHEX.

20. Validatepayrollresultstoensureaccuracyofallpaymentsanddeductions.

21. Ensure that amounts included on the Personnel Action transfers, separations from service, etc. are accurately paid and/or deducted from staff members.

22. Ensure projectization percentages and WBS have been updated. Reconcile withrelevant unit/s the projectization discrepancies to ensure staff costs are correctly charged to projects.

23. Administer the payment of the terminal emoluments to all separated staff due to resignation, retirement, and end of contract. Ensure recovery of all outstanding debts.

24. Perform the cross-validation procedures before payroll exit. • Periodically check adherenceofpayrollelementstoexistingrulesandregulations,andrelatedinstructions, and note deviations for escalation or other necessary actions.

25. Communicate all ORACLE Payroll related issues to ORACLE Helpdesk and follow-up resolutions made.

26. Recommend systems enhancements necessary to carry out payroll operations more efficiently and effectively. Make suggestions to create more useful and substantial payroll reports, participate in testing phase of any system/

27. Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit.

28. Performotherrelateddutiesasassigned

Administrative Tasks

1. Manage and monitor a large volume of complex and sensitive correspondence, including mail, email, and calls; ensure proper routing, prioritization, accuracy, and timeliness; arrange appointments and duty travel for the CoM; receive visitors; organize high-level meetings, take minutes, and follow up on required actions; format and proofread official documents for consistency and compliance.

2. Coordinate and oversee G4 visa applications and renewals for staff and their dependents, including Employment Authorization and Social Security processes; liaise with consulates and the Office of Foreign Missions (OFM); manage registrations and deregistrations; maintain comprehensive trackers and ensure timely communication of updates.

3. Oversee hotel reservations and prepare letters of invitation for visitors, consultants, and STAs; maintain complete documentation and trackers for travel authorizations; ensure timely follow-up on reservations and payment processes.

4. Establish and maintain internal procedures and tracking systems for letters of invitation, accreditation, and employment verification; develop comprehensive administrative guidelines and adapt office procedures to meet operational needs.

5. Supervise the initiation and processing of administrative and financial tasks such as 

Purchase Requisitions, Requests for Payment, and Invoice processing; ensure accuracy, compliance, 

and timeliness; support staff with process guidance and system use.

Qualifications

EDUCATION
•    High School diploma with six years of relevant experience; or,
•    Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with four years 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
•    Excellent communication skills.
•    Competency in HR software and tools;
•    Excellent research skills;
•    Ability managing conflict resolution;
•    Ability analyzing data;
•    Proficient Time-management skills;
•    Ability to work with minimum supervision.

Languages  
IOM’s official languages are English, French, and Spanish. 
REQUIRED
For this position, fluency in English is required (oral and written).

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.

  Notes

• 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.
• This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
• Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
• 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 online recruitment system. The online tool also allows candidates to track the status of their application.

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

Required Skills

Job info