Human Resources Assistant

The Human Resources Assistant provides administrative and operational support to the human resources functions of the IOM Cairo Mission. The role includes assisting in recruitment processes, onboarding, personnel administration, leave management, and compliance with HR policies and procedures.

Responsibilities

• Assist in the coordination of recruitment processes, including providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notices/Special Vacancy Notices, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidate assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox.
• Carry out pre-employment activities such as preparation of Entry on Duty (EOD) documentation, facilitate EOD medical exams and follow-up with Medical Services on medical clearance, coordinate enrollment in insurance plans as appropriate, assist in the delivery of induction sessions, arrange security briefing, and perform other related onboarding activities.
• Perform assigned role(s) in the organizational HR system, paying special attention to data consistency and accuracy; input and maintain 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 prompt actions and generate reports, contract extensions, personnel actions and other related documentation.
• Perform the role of Timekeeper; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in the system.
• Carry-out a wide range of Human Resources actions, including preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc. and coordinate with the Regional Office, Administrative Centres and Human Resource Management in Geneva, as appropriate.
• Prepare all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; open and update personnel files, 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.
• Assist in monitoring compliance with the performance evaluation process and follow-up with staff and supervisors as needed; facilitate compliance by providing technical guidance on the use of the system.
• Organize Human Resources events including staff development and training activities in coordination with the relevant units at HQ and maintain updated records.
• Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer to the most sensitive/complex ones.
• 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 analysing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices.
• Participate in inter-agency Human Resources related working groups as assigned.
• Provide guidance and training to new/junior staff in the unit.
• Assist in preparing visas and all related documentation for international staff members, as well as supporting the preparation of the required documentation for incoming participants and staff attending events organized by the Country Office in Egypt.
• Perform other related duties as assigned.

Requirements

• High school diploma with five years of relevant experience; or, Bachelor's degree in human resources, Business Administration, Psychology or related field from an accredited academic institution with three years of relevant professional experience.
• Experience in providing administrative and operational support in one or more areas of human resources, such as recruitment, onboarding, personnel administration, or benefits and entitlements.
• Experience working with enterprise resource planning (ERP) or Human Resources Management Systems (HRMS) for processing personnel actions and maintaining HR records is an advantage.
• Experience in maintaining confidential personnel records and handling sensitive information with discretion.
• 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 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.
• Knowledge of HR Systems including Oracle applications.
• Strong organizational and time management skills, with the ability to manage multiple tasks and meet deadlines.
• Fluency in English and Arabic (oral and written).

Skills

• Recruitment Support
• Onboarding Process
• Personnel Administration
• Benefits and Entitlements
• HR Record Maintenance
• Confidentiality Management
• Enterprise Resource Planning
• Human Resources Systems
• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• SAP
• Oracle HR Systems
• Organizational Skills
• Time Management
• Multi-tasking Skills
• HR Policy Implementation

Languages

English, Arabic