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HR Assistant, Recruitment

Vienna (Austria)

  • Organization: ICMPD - International Centre for Migration Policy Development
  • Location: Vienna (Austria)
  • Grade: Level not specified
  • Occupational Groups:
    • Administrative support
    • Human Resources
  • Closing Date: 2020-10-26

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Vacancy Announcement VA20P126V02 HR Assistant – Recruitment

Posting Date: 12 October 2020

Deadline for Applications: 26 October 2020

Duty Station: Vienna, Austria

Start Date: As soon as possible

Contract Duration: 24 months (with possibility of extension)

Type of Post: International Organisational Overview:

The International Centre for Migration Policy Development (ICMPD) is an international organisation tasked with promoting innovative, comprehensive and sustainable migration policies. With 18 Member States and over 60 projects active throughout Europe, Africa, Asia and Latin America, ICMPD isagrowingandever-morerelevantpresenceinitsfield.Theorganisation’sgreatestassetsareits200+ staffmembers,whopersonifyitsvaluesofcommitment,integrity,partnership,respect,andinnovation in actions and decisions.

Job Description:

The HR Assistant- Recruitment supports the implementation of hiring and selection processes of staff and personnel in ICMPD.

Reporting to the Head of Human Resources Management (HRM), the HR Assistant -Recruitment contributes to the successful deployment of staff and non-staff personnel for the assigned group of clients and ensures timely and efficient completion of all steps in the recruitment cycle and their compliance with existing rules and regulations. In consultation with the HR Officer-Recruitment, the HR Assistant- Recruitment establishes and maintains relationships with managers and staff in the ICMPD organisational units to ensure efficient recruitment processes. In coordination the with HR Officer– Recruitment,s/hepreparesthe Lettersof Appointment/Contracts in line with ICMPD´s salary scales and appropriate policies as well as maintaining information on ICMPD’s HRIS (PeopleNet) modulesforRecruitment,ensuringdataaccuracy. S/heprovidessupporttotheoutreachandsourcing activities being undertaken by the HR Officer-Recruitment and periodic support on induction of new employees.

The HR Assistant –Recruitment collaborates with other colleagues within HRM and with the organisational units within ICMPD, in particular with those staff involved in recruitment activities. Please note that this position is subject to approval and availability of project funds. Tasks and Responsibilities:

1. Support to Recruitment Processes:

Support the hiring and selection processes for all new staff and personnel; Implement the recruitment processes within PeopleNet;

the rules governing recruitment and respective policies and procedures.

Coordinate with Field Offices as required;

Support the screening and the validation of completed shortlists;

Support the HR Officer – Recruiting as required on long/shortlisting tasks. 2. Administration:

Prepares the Letters of Appointment/Contracts with the applicable salaries, allowances and deductionsbasedonestablishedpolicies,obtainsclearancesandapprovalsasnecessary,andsend to selected candidates;

Follow-up and respond to candidates’ queries concerning Letters of Appointment/Contracts, (i.e. benefits, entitlements and deductions);

Ensure that all information necessary to facilitate pre/on-boarding/induction of Staff and Personnel is provided to relevant HRM team members in a timely manner;

Advises selected candidate(s) on pre/on-boarding procedures.

3. Support to Development of Recruitment Activities:

In collaboration with the HR Officer-Recruitment, provide administrative support to the organization of outreach and sourcing activities;

Support the development and use of rosters;

Support process development and improvement as well as capacity development in the area of work.

Key Results:

Recruitment and selection processes for staff and personnel implemented in a timely manner and in accordance with the appropriate policies.

System data for hiring accurately maintained in PeopleNet.

Recruiting managers supported during the recruitment processes.

Letters of Appointment accurately prepared.

Qualitative support to outreach and sourcing activities and new developments in the field of recruitment provided.

Incumbent Profile:

A minimum of 4 years of work experience in an HR environment, preferably in recruitment, in international organisations, public organisations or the private sector. Abilitytoworkinaconfidentialenvironment,tomaintainimpartialityandahighlevelofdiscretion. Ability to establish and maintain effective and constructive working relationships with people of different national and cultural backgrounds.

Good analytical skills.

Strong communication skills both verbal and written.

Excellent teamwork ability.

Corporate Qualifications:

Experience in international context

2 Proficiency in (verbal/written) English, proficiency in a major EU language, Russian, or Arabic is an asset.

Bachelor degree related to the area of work


ICMPD offers an attractive compensation package. This position is classified at S2 Grade, with an annual net-base salary starting at EUR 30,450. Additional benefits include participation in the ICMPD Provident Fund, Health and Accident Insurance, six weeks’ annual leave and, where applicable, dependent’s and mobility allowances.

Application Procedure:

Interested candidates are requested to submit their application in English through the ICMPD online

recruitment system at by midnight (CET) of the closing date specified above. For this purpose, candidates will first need to register with the ICMPD website. Once the relevant data has been entered, candidates will be able to apply for vacancies. Please note that in thecourse oftheonline application, themotivation letter andpersonal CVmust be uploaded in the EuropeAid format in English. The template is available for download at

All applicants are encouraged to apply as soon as possible after the vacancy has been posted and well before the deadline stated above. Applications received after the published deadline, and offline applications submitted via email, fax or post, will not be considered.

Due to the high volume of applications, only short-listed candidates will be contacted and applicants are expected to be available for a personal/telephone interview.

General Information:

ICMPD retains the discretion to re-advertise the vacancy or to cancel the recruitment. This position may entail frequent travel to high-risk areas at short notice for the execution of the tasks and duties, which may warrant adherence to security protocols, and/or health procedures. 3

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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