Human Resources Associate-G5

The Human Resources Associate-G5 at IOM Cox's Bazar supports the management of human resources functions including recruitment coordination, pre-employment activities, HR data management, leave administration, and compliance monitoring. The role involves collaboration with internal and external stakeholders to ensure effective HR service delivery in a multicultural environment.

Responsibilities

• Assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, 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 Medical Services on medical clearance, coordinate enrollment in insurance plans as appropriate, support the coordination and delivery of induction sessions, arrangement for security briefing, etc.
• 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 but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc. and coordinate with the Regional Office, Administrative Centers 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 personal 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
• 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 with three years of relevant professional experience
• Accredited Universities are those listed in the UNESCO World Higher Education Database.
• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Oracle is a distinct advantage
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Sound knowledge of Human Resources principles, practices, and administrative processes.
• Ability to coordinate with internal and external stakeholders, including national and international counterparts.
• Strong drafting skills, including the preparation of clear and concise reports and correspondence.
• Demonstrated ability to exercise sound judgment, maintain discretion, and handle confidential information.
• Strong organizational skills, attention to detail, and ability to meet deadlines under pressure.
• Working knowledge with different collaboration platforms (e.g. SharePoint, Teams ect.
• Fluency in English and Bengali (oral and written)

Skills

• Human Resources Principles
• HR Administrative Tasks
• Recruitment Coordination
• HR Data Management
• Leave Administration
• Compliance Monitoring
• Stakeholder Coordination
• Report Writing
• Confidentiality Management
• Organizational Skills
• MS Word
• MS Excel
• MS PowerPoint
• Microsoft Outlook
• Oracle
• Collaborative Platforms
• SharePoint Development
• MS Teams

Languages

English, Bengali