Human Resources & Admin Associate

The Human Resources & Admin Associate supports the Human Resources Unit by assisting in recruitment, pre-employment activities, payroll processing, leave administration, and general HR and administrative tasks. The role involves coordination with various internal and external stakeholders to ensure compliance with IOM policies and local regulations.

Responsibilities

• Assist in coordination of recruitment processes including preparation of Terms of Reference, drafting and posting Vacancy Notices, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, participating in interview panels, drafting candidates’ assessment forms, conducting reference checks, preparing job offers, and administering recruitment mailbox.
• Coordinate pre-employment activities such as preparation of Entry On Duty documentation, coordination of medical exams and follow-up on medical clearance, enrollment in insurance plans, induction sessions, security briefing, and enrolment documents for UNJSPF and 401.
• Perform assigned roles in ORACLE including data input and maintenance, verifying eligibility for allowances and benefits, monitoring contractual situations, initiating actions, generating reports, contract extensions, and personnel actions.
• Perform the role of Timekeeper in ORACLE; monitor, maintain, update and reconcile leave quotas; generate and analyze leave-related reports; respond to leave administration queries; guide staff on leave request and approval procedures.
• Carry out a wide range of Human Resources actions including preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, and coordination with Regional Office and Human Resource Management in Geneva.
• Prepare reports on personnel matters; draft and review routine correspondence; maintain electronic and physical archiving systems for HR documents and policies.
• Assist in monitoring compliance with the Staff Evaluation System and provide technical guidance on its use.
• Organize Human Resources events including staff development and training activities; maintain records and issue reports.
• Provide information to staff on entitlements and responsibilities; respond to standard inquiries and refer complex ones.
• Identify areas for improvement in HR procedures and provide inputs for new or adapted procedures; assist in analyzing and resolving sensitive cases.
• Support payroll preparation, validation, and processing; input payroll elements in ORACLE and PAYCHEX; validate payroll results; communicate payroll issues to helpdesk and follow up.
• Participate in inter-agency Human Resources working groups as assigned.
• Provide guidance and training to new/junior staff in the unit.
• Assist with communication with local authorities regarding administrative matters including taxation exemption, IOM status, and complaints from former employees.
• Investigate, monitor and respond to unemployment queries; prepare and submit appeals; represent IOM in telephone hearings and draft formal appeals.
• Liaise with insurance companies regarding claims.
• Manage quarterly distribution of Metro cards and communicate with transportation providers.
• Coordinate administration and renewal of local insurance policies; ensure compliance with local laws; review policies and recommend changes.
• Perform other duties as assigned.
• Receive visitors; handle calls and routine requests; coordinate administrative and logistics support for meetings and conferences; assist with travel and hotel arrangements.
• Review, process, and follow up on correspondence; draft responses; proofread and format documents; create spreadsheets and presentations; maintain databases and mailing lists.
• Coordinate G4 visa processes for staff and dependents; manage Employment Authorization and Social Security applications; liaise with US consulates and Office of Foreign Missions; maintain trackers and disseminate updates.
• Process and monitor administrative tasks such as Purchase Requisitions, Requests for Payment, Invoice Creation; oversee UN laissez-passer applications and renewals; ensure accuracy and compliance.

Requirements

• High school diploma with five years of relevant experience; with four years of working experience.
• Or Bachelor's degree in Human Resources, Business Administration, Psychology or related field with three years of relevant professional experience.
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP/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.
• Excellent communications 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.
• Excellent Technical skills, ability to use communications platforms, HR tools and systems, etc.
• Fluency in English is required (oral and written).

Skills

• Microsoft Office Suite
• SAP
• Oracle
• HRMS
• Recruitment
• Payroll Processing
• Leave Administration
• Data Analysis
• Conflict Resolution
• Time Management
• Research Skills
• Communications Platforms
• HR Tools
• Administrative Support
• Compliance Management

Languages

English