IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.
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 candidates are considered first-tier candidates. Second tier candidates include all external candidates.
Context:
Established in 1951, the International Organization for Migration (IOM) is committed to the principle that humane and orderly migration benefits migrants and society. As the leading international organization for migration, IOM acts with its partners in the international community to assist in meeting the growing operational challenges of migration management; advance understanding of migration issues; encourage social and economic development through migration and uphold the human dignity and well-being of migrants affected by the ongoing emergency.
IOM’s operations cover diverse thematic areas such as: Humanitarian Relief Assistance, Protection (including Gender based Violence and Child Protection), Shelter and Non-food items, Health and Psychosocial Support, Resettlement, and Movement Management.
Under the overall supervision of the Head of Office, the direct supervision of the Sub-Office’s Resources Management Officer (RMO), the technical supervision of the Country Office’s HR Officer and in close coordination with relevant units at Headquarters and the Administrative Centres, the incumbent will be responsible and accountable for the following:
Core Functions / Responsibilities:
- In coordination with the supervisor, participate in the evaluation of staffing needs and assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Post Descriptions, 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 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.
- Perform assigned role(s) in IOM’s Enterprise Resource Planning (ERP) system, paying special attention to data consistency and accuracy; input, maintain and verify 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 and coordinate prompt actions; generate, edit and review reports, contract extensions, personnel actions and other related documentation.
- 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 the ERP.
- Carry-out and monitor a wide range of Human Resource 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.
- Prepare, coordinate and monitor 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.
- Monitor compliance with the Performance Appraisal System (PAS) and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
- 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.
- 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.
- 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
- Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit.
- Perform other related duties as assigned.
Required Qualifications and Experience
Education
Bachelors’ degree (or higher) in Human Resources, Business Administration, Psychology, Sociology or a related field from an accredited academic institution, with at least four years of relevant professional experience, preferably in similar roles;
OR Completed High School degree from an accredited academic institution, with at least six years of relevant working experience, preferably in similar roles.
Experience
- Human Resources experience in a similar role with leading functions;
- Knowledge of administrative procedures of a national and/or international non-governmental organization will be an added advantage;
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
- Experience with data entry and processing as well as handling of sensitive and confidential data;
Skills
- Strong interpersonal and leadership skills;
- Proven ability to establish and maintain effective working relationships with persons of diverse cultural and national backgrounds;
- Excellent communication and interpersonal skills;
- Attention to detail, ability to organize paperwork in a methodical way;
- Demonstrated proficiency with Microsoft Office applications, including Word, Excel, and PowerPoint.
Languages
REQUIRED For all applicants, fluency in English is required (oral and written). DESIRABLE Working knowledge of German is desirable.
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
Values
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• 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 action 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
• 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 potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• 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.
IOM’s competency framework can be found under the following link.
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. The appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process. This post is subject to local recruitment. Only applicants holding a valid residence and work permit in Germany will be eligible for consideration.
How to apply
Interested candidates are invited to submit their application through our platform, latest by midnight on the day of closing of the vacancy. Late applications will not be considered. Only applications submitted via our platform (https://germany-careers.iom.int/Careers.aspx) will be considered.