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.
IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.
Context
The Human Resources Administration Unit (HRAU), located in the Manila Human Resources Operations and Administrative Services (MHRO), is responsible for providing the full range of personnel support services pertaining to administration of contracts, benefits, and entitlements to IOM staff in the Professional category and General Service staff in Switzerland.
Under the overall supervision of the Head, HR Administration Unit (HRAU), and the direct supervision of the National HR Officer (HR Admin), the successful candidate will provide general administrative support related to HR records for HRAU, particularly e-filing.
Core Functions / Responsibilities
- Review, process, and complete HR actions relating to low-risk contract administration actions (e.g. contract extensions) as well as specific benefits and entitlements pertaining to direct recruitment of staff (ungraded contracts).
- Review, process, and complete HR actions relating to allowances (e.g. language allowance, child allowance (excluding special allowance), and spouse allowance for married couples) and health insurance (entitlements for both the Medical Service Plan and Health Insurance enrollment and cessation in the same category).
- Respond to staff members’ requests for correspondence and prepare necessary attestations and certificates.
- Accurately update HR master data in the Organisation’s Enterprise Resource Planning (ERP) system, as required.
- Carry out electronic filing of documents (e.g. contracts, Personnel Action Forms (PAFs), and certificates) in individual personnel folders in the HRAU SharePoint in an orderly and systematic manner.
- Arrange physical personnel folders in systematic order in the archive room.
- Photocopy and/or scan documents for audit purposes and as may be required.
- Retrieve folders from the storage room as instructed and ensure they are returned in an orderly manner.
- Maintain an accurate list of physical files in the storage facility, including monitoring of retrieved and returned files.
- Compile and arrange past years’ files for safekeeping in the storage facility.
- Maintain confidentiality at all times and strictly ensure that all physical files are stored in proper places, and nothing stays in the HRAU work area (desks/boxes/on top of cabinets) unsecured.
- Assist in ensuring that the monthly HRAU attendance register is accurately filled in/signed and keep a digital copy of it in a dedicated folder for ease of reference.
- Perform other admin/general services duties as may be assigned.
Education
- Bachelor’s degree in Human Resources, Business Administration, Psychology, or related field with two (2) years of relevant professional experience; or,
- High school diploma with four (4) years of relevant experience.
Experience
- Experience in records filing / management
- Experience using an ERP system
- Experience in an international organization, non-governmental or governmental organization in a multi-cultural setting, is an advantage
- Experience in Human Resources Management and personnel administration is an advantage
- Computer literate
- Working knowledge of MS Office
Languages
For this position, fluency in English is required. Knowledge of a second official UN language is desirable.
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.
Core Competencies
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.
Managing and sharing knowledge
Continuously seeks to learn, share knowledge and innovate.
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.
How to apply
Interested candidates are invited to submit their applications online by clicking on the APPLY button and completing the profile registration.