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 as well as external women candidates are considered as first-tier candidates.

Organizational Context and Scope

Under the overall supervision of the Chief of Mission (CoM) and direct supervision of Head of Resources Management (RM), and in close collaboration with the Regional Office (RO), Department of Human Resources (DHR), and Administrative Centres, the successful candidate will be responsible for coordinating the Human Resources (HR) functions of the Country Office (CO) including its Sub-Offices.

Responsibilities

Unit Management 

1.  Assist the Head of Resource Management (RM) in reviewing and monitoring the Human Resources Management services in the Country Office (CO) in accordance with the Organization’s HR rules, regulations, policies, procedures and practices and in light of project activities in the Region.

2.Supervise the maintenance of personnel files and attendance records of international, national and sub-contracted staff in the CO.

3.Facilitate the maintenance and upkeep of the CO’s HR and Training database, and in conjunction with the Security Unit, ensure staff abidance of all mandatory and recommended security briefings and trainings.

Administration of the HR Module

4.Monitor the contractual status and the administration of entitlements of local staff in the HR module. Monitor and ensure effective administration of the HR module.

5.Maintain the personnel files and attendance records of national staff correctly and in line with organizational standards. 

6. Coordinate preparation for the monthly payroll for national staff and ensure its accuracy and timeliness. Assume assigned roles for payroll process and work in close coordination with HR staff in order to validate and verify the payroll data. 

HR Policy and Advisory

7. Coordinate with HQ, MAC and the Finance Team of CO on matters related to the benefits and entitlements to the international staff in the field such as, , Health Insurance/ Medical Service Plan (HI/MSP), educational grant, home leave, rental subsidy, etc., and the administration of Rest and Recuperation travel.

8.  Assist in ensuring that the Third-Party Consultancy Management Contract is implemented.   

9. Monitor and supervise the administration and timely renewal of the visas and residence permits for international staff.

Talent Management 

10.Coordinate the recruitment processes in the CO in close liaison with the Head of Resource Management (RM) and provide support to the CO in filling the appropriate staff and non-staff vacancy needs by ensuring the relevant recruitment procedures are effectively and swiftly applied

11.Ensure that new staff are sufficiently briefed, including thorough and appropriately updated “Welcome Package”, and able to assume functions at the CO in a timely fashion.

12. In coordination with the Head of Resource Management (RM), ensure timely and regular implementation of the performance management system; encourage and provide guidance for the timely completion of the performance management process between staff and supervisor in compliance with the Organization’s deadlines.

13.Assist the the Head of Resource Management (RM) in coordination, planning and organization of staff development and training activities for the CO in close collaboration with relevant units at HQ. Collaborate with line managers to assist in establishing staff development and training priorities and plans. Deliver induction and other forms of trainings to staff.

Monitoring and Reporting 

14. Assist the Head of Resource Management (RM) in the preparation of administrative reports that may be required in coordination with the Heads of Units/ Programmes. Oversee the preparation of reports pertaining to personnel administration of international and national staff as required.

15. Discuss audit recommendations on HR matters and in coordination with the Head of Resource Management (RM), implement them upon instruction within the HR function.

16. Prepare special reports as required and participate in special HR projects in coordination with Head of Resource Management (RM).

17. Perform such other duties as may be assigned. 

Qualifications

Required Qualifications and Experience

Education

• Master’s degree in Human Resources, Business Administration, Industrial and Organizational Psychology, Social Sciences or a related field from an accredited academic institution with two years of relevant professional experience; or

• University degree in the above fields with four years of relevant professional experience.

   

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

Experience

• High level of computer literacy with experience in HR IT systems and applications. 
• Experience in preparation of training modules and presentation of training sessions.
• Previous working experience in an international organisation is an advantage.
• Familiarity with the UN common system or similar systems is an advantage.

 

Skills

• Demonstrated writing skills. 
• Good knowledge of IOM/UN Human Resources and financial policies and staff rules and regulations.

• Excellent organization skills; analytical and creative thinking.

• Ability to prepare clear and concise reports.

   

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 Tok Pisin is required. 

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

Job info

Contract Type: Fixed-term (1 year with possibility of extension)
Org Type: Country Office
Vacancy Type: Vacancy Notice
Recruiting Type: National Officer
Grade: NO-B
Is this S/VN based in an L3 office or in support to an L3 emergency response?: No