SVN IE-048-2024
Open to Internal and External Candidates
Position Title : Human Resources Assistant
Duty Station : Dublin, Ireland
Classification : General Service Staff, G-4
Type of Appointment : Special Short-Term Contract, 3 months with possibility of extension
Estimated Start Date : September, 2024
Closing Date : 16th September 2024
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 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:
Under the overall supervision of the Chief of Mission (Co M) in Dublin and direct supervision of the Resources Management Officer (RMO); and, in collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for managing the resources management functions in Dublin Office
Core Functions / Responsibilities:

• Support recruitment processes in the office by coordinating the publication of Vacancy Notice/Special Vacancy Notice, receiving and sorting applications, arranging interviews and tests, preparing all the required documentation and materials, sending communications to candidates, contacting previous employers for reference checks and any other related activity as assigned.
• Carry-out pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams, follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearances, coordination of orientation sessions, arrangement for security briefing and medical examinations, inclusion in insurance plans as appropriate, creation of personal file, etc.
• Perform assigned role(s) in PRISM HR paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports, contract extensions, personnel actions and other related documentation.
• Perform the role of Time-keeper in PRISM; maintain, update and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in PRISM.
• Support separation, classification, reclassification and promotion processes by collecting necessary documentation, drafting forms, making basic calculations, obtaining approvals and coordinating with relevant units in the Regional Office and Administrative Centers.
• 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.
• Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
• Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
• Respond to general inquiries regarding Human Resources policies, instructions and procedures.
• Perform other related duties as assigned

Required Qualifications and Experience:
Education

• High School diploma with four years of relevant experience; or,
• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with two years of relevant professional experience.

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, Power Point, 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; and,
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

• Advanced computer literacy skills: knowledge of library systems and design software, as well as Microsoft Office tools;
• Excellent communication, organizational, interpersonal skills and demonstrated ability to collaborate with diverse staff/teams;
• Consistency and high attention to detail;
• High sense of responsibility and ability to show initiative and maintain accuracy, including while under pressure;
• Ability to meet tight deadlines.

Languages
Fluency in English is required.
Any other IOM official language is an advantage.
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.

Core Competencies – behavioural indicators level 1

• 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.

IOM’s competency framework can be found at this link.
Other:
As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination against COVID-19
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government.
This post is subject to local recruitment. Only persons holding a valid residence and work permit in Ireland will be eligible for consideration.
How to apply:
Please apply to this job post, sharing your updated CV and motivational message explaining your interest in the role.
Please note that only shortlisted candidates will be contacted for an interview, soon after the closing of the Vacancy.
Posting period: From 02.09.2024 to 16.09.2024.
Job Type: Full-time
Pay: €2,656.00 per month
Additional pay:

• Overtime pay

Benefits:

• Private dental insurance
• Private medical insurance
• Sick pay

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Dublin, CO. Dublin: reliably commute or plan to relocate before starting work (required)

Work authorisation:

• Ireland (required)

Work Location: In person
Application deadline: 16/09/2024
Reference ID: SVN IE-048-2024