Position Title : Human Resources Assistant (Staffing and Mobility)
Duty Station : Geneva, Switzerland
Classification : Employee, Grade G4
Type of Appointment : Fixed term, one year with possibility of extension
Estimated Start Date : As soon as possible
Closing Date : May 20, 2014
Reference Code : VN2014/01(E)-INT
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. Please be advised that this is a local position and as such only qualified candidates residing in Switzerland and holding a valid residence/ working permit will be considered.
OPEN TO INTERNAL AND NON-REPRESENTED MEMBER STATES CANDIDATES
IOM has a proactive recruitment policy to increase the representation of nationals of non- represented member states. Qualified applicants from the following countries will be favorably considered: Algeria, Angola, Antigua and Barbuda, Bahamas, Belize, Benin, Cambodia, Cape Verde, Cameroon, Central African Republic, Czech Republic, Comoros, Djibouti, El Salvador, Gabon, Gambia, Guyana, Holy See, Iceland, Israel, Kyrgyzstan, Lesotho, Libya, Luxembourg, Madagascar, Maldives, Malta, Marshall Islands, Montenegro, Micronesia, Mongolia, Namibia, Nauru, Nigeria, Papua New Guinea, Paraguay, Republic of Congo, Rwanda, Saint Vincent and the Grenadines, Seychelles, Slovenia, Somalia, South Sudan, Suriname, Swaziland, Tanzania, Timor Leste, Togo, Trinidad and Tobago, Vanuatu, Venezuela, Vietnam, Yemen Applications from qualified female candidates are especially encouraged.
Context:
Under the overall supervision of the Chief, Talent Management Unit and the direct supervision of the Staffing & Mobility Specialist, the HR Assistant will provide administrative support to the Staffing & Mobility Unit (SMU), the Staff Development and Learning Unit (SDL) and Human Resources Management Division (HRM).
Core Functions / Responsibilities:
1. Provide administrative support to the Appointment and Posting Board (APB), in particular:
a. schedule APB meetings, as requested;
b. ensure that all relevant documents are in order for each appointment;
c. prepare the templates for the APB minutes.
d. coordinate with Manila Human Resources Operations (MHRO) the results of approved APB recommendations;
e. maintain APB records and relevant background information;
f. ensure confidentiality throughout the entire APB process.
2. Act as a member of the Rotation Appointment Posting Board (RAPB) Secretariat and provide administrative support to the RAPB process on an on-going basis, in particular:
a. prepare and keep up to date the list of staff members eligible for each rotation cycle; prepare other relevant tables and statistics as requested;
b. ensure the logistics for the annual RAPB consultation; c. ensure that all relevant documents are in order for each RAPB conference and records are kept up to date for each staff member throughout the rotation process;
d. issue relevant letters throughout the rotation process for all eligible staff members;
e. ensure RAPB members have access to up-to-date information and facilitate the communication with all parties involved in the rotation decision process.
3. Vacancy Notice selection process:
a. assist with scheduling candidates' interviews and coordinate with panel members as required for headquarters (HQ) based selection processes;
b. coordinate and administer written tests as required; compile the confidential results and forward to the members of the panel.
4. Prepare contracts for interpreters, précis writers and conference typists for meetings with Member States taking place in Geneva.
5. Create Human Resources (HR) databases, generate statistics and reports, draft HR documents and messages and prepare briefing schedules as requested.
6. Assist the SMU Specialist with the administrative arrangements and the preparation for IOM documentation for career fairs and events as required.
7. Prepare briefing schedules for visiting the Junior Professional Officer (JPOs) as requested.
8. Support the organization and administration of learning events as needed.
9. Prepare purchase orders for the unit and HRM, as needed and maintains the HRM office supplies.
10. Act as a focal point for the HR Assistant and Assistant to the Director of HRM when they are on leave.
11. Distribute mail incoming to the Department on a daily basis.
12. Perform other such duties as may be assigned.
Required Competencies
Behavioural
- Takes responsibility and manages constructive criticism;
- Works effectively with all clients and stakeholders;
- Promotes continuous learning; communicates clearly;
- Takes initiative and drives high levels of performance management;
- Plans work, anticipates risks, and sets goals within area of responsibility;
- Displays mastery of subject matter;
- Contributes to a collegial team environment;
- Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation;
- Displays awareness of relevant technological solutions;
- Works with internal and external stakeholders to meet resource needs of IOM. Technical
- Effectively applies knowledge of relevant Human Resources theories and practices, and recognizes their application within existing IOM processes;
- Delivers Human Resources solutions customized to the needs of IOM. Required Qualifications and Experience Education
- Completed secondary school education from an accredited academic institution with four years of relevant professional experience.
Experience
- Experience in the fields of administrative support or HR;
- Solid knowledge of PCs and MS Office software (Word, Excel, Outlook, etc);
- Prior experience of working within the UN Common System or in an international / non-governmental organization a distinct advantage. Languages Fluency in English and French or Spanish is required.
NOTE:
1. Applications from candidates who hold higher qualifications from an accredited Institution of higher education may be considered. How to apply: Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment system, by May 20, 2014 at the latest, referring to this advertisement.
For further information, please refer to: http://www.iom.int/cms/en/sites/iom/home/about-iom-1/recruitment/how-to-apply.html In order for an application to be considered valid, IOM only accepts online profiles duly filled in and submitted with a cover letter not more than one page specifying the motivation for applications. Only shortlisted candidates will be contacted.
You can track the progress of your application in your personal application page in the IOM e-recruitment system. Posting period: From 05.05.2014 to 20.05.2014 Requisition: VN 2014/01 (E) - HR Assistant (Staffing and Mobility) (G4) - Geneva, Switzerland (54563536) Released Posting: VN 2014/01 (E) - HR Assistant (Staffing and Mobility) (G4) - Geneva, Switzerland (54563537) Released
