Human Resources Assistant (Gratis Personnel)

Position Title: Human Resources Assistant (Gratis Personnel)

Job Code: VN 2024 07 (GS)

Duty Station: Geneva, Switzerland

Classification: General Service Staff, Grade G5

Type of Appointment: Fixed term, one year with possibility of extension

Estimated Start Date: As soon as possible

Closing Date: 23 May 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 work 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:

The Integrated Talent Management Division oversees the functional areas of performance management, strategic staffing and recruitment, mobility (including the annual rotation exercise for staff in the Professional category), succession planning, career development, workforce analysis, diversity and inclusion activities and initiatives, and staff development and learning. The Division provides guidance to managers and staff, ensuring that IOM staff members are in appropriate posts, have their performance assessed objectively and are given the opportunity to further develop their skills and careers.

The Division also includes the Gratis Personnel portfolio, which at IOM comprises all ‘non-staff positions, including the Junior Professional Office (JPO) Programme, the Global IOM Internship Programme, UN Volunteers (UNV), loans, and secondments.

Under the overall supervision of the Chief, Integrated Talent Management Division and direct supervision of the Senior HR Specialist (Talent Management), the Human Resources Assistant (Gratis Personnel) will provide support and assistance to IOM’s Gratis Personnel portfolio by providing administrative and operational support and coordination for the JPO, UNV, Secondment and Loans programmes.

Core Functions / Responsibilities:

1. Assist and facilitate the recruitment and hiring of auxiliary staff (JPOs, GovernmentalSecondees and Loaned staff) in collaboration with relevant recruiting offices. Assist in tracking, reviewing and processing requests for extensions, transfers, or separations of gratis personnel.
2. Support in the coordination of pre-arrival arrangements and onboarding activities for newly recruited gratis personnel by providing guidance on administrative procedures; provide timely and effective assistance to gratis personnel throughout their assignment and collaborate on related matters such as facilitating induction, briefing sessions and informative presentations and responding to queries and providing administrative support to JPOs, secondments and loans.
3. Maintain accurate and up-to-date records for the JPO and Secondment Programme in Sharepoint in collaboration with relevant units. Maintain the Gratis Personnel SharePoint space as and when necessary. Assist in updating gratis personnel documents in the HR Handbook.
4. Assist in preparation and coordination of the Legal Agreements/ MOUs of Gratis Personnel when needed, as well as provide assistance in drafting guidelines and updating existing documents.
5. Assist in preparation of statistical reports and data related to Gratis Personnel activities and prepare factsheets, assist with preparations of presentations, and other relevant materials, provide inputs for the ITMU annual report by working closely with relevant stakeholders.
6. Coordinate logistical arrangements for meetings, workshops, and training sessions organized by the Gratis Personnel team i.e. JPO Immersion Programme, JPO Project Development Training, Mentoring Programme, etc.
7. Assist in reviewing documents such as cost estimates, arrival reports, submission of trainings by JPOs before submission to relevant stakeholders.
8. Assist in preparation for the global annual Call for Application for JPO Vacancy Notices and preparation of the JPO Index and Compendium. Contribute to the participation in outreach campaigns and needs assessments by contacting internal clients regarding requirements for supplementary staff.
9. Support in liaising with relevant stakeholders within IOM to check timely and accurate collection of data and information related to the UNV programme. Prepare factsheets with key information and achievements of the UNV programme for Department of Human Resources Management (DHR). Draft talking points and briefing materials related to the UNV programme for use in communications, and participate in meetings related to programme monitoring and evaluation.
10. Perform such other duties as may be assigned.

Required Qualifications and Experience:

Education

• Bachelor’s degree in Human Resources Management, Public Administration, Project Management, Change Management, Social Sciences, or a related field, from an accredited institution with three years of professional experience or;

• High School diploma with five years of relevant experience.

Experience

• Previous experience in administrative support;
• Experience in Human Resources and onboarding processes;
• Experience liaising with internal and external stakeholders; and,
• Practical experience of how-to multi-task, prioritise and work independently.Skills
• Ability to draft proficiently in English and French.
• Good organisational skills; critical thinking and proactive in resolving problems.
• Ability to take initiative and providing constructive feedback.
• Ability to work effectively and harmoniously in a team of colleagues of varied cultural and professional backgrounds.
• Ability to keep matters strictly confidential and exercise good discretion in using information.
• Creation of visual content and design.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be fluent in one of the three languages.

For this position, fluency in English and French is required (oral and written). Working knowledge of another official UN language (Arabic, Chinese, Russian, and Spanish) is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values – all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
• 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.
• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, make people feel safe, respected and fairly treated.

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 actions and delegated work.
• Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators level 1

• Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
• Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
• Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
• Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
• Humility: Leads with humility and shows openness to acknowledging own shortcomings.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p df

Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various departments. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

Only candidates possessing the right of residence and right to work in Switzerland can be considered for this vacancy. Candidates for this vacancy will be considered to be locally recruited and will be eligible for allowances and benefits available to locally-recruited staff members.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and background verification and security clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be required for individuals hired on or after 15 November 2021. This will be verified as part of the medical clearance process.

Vacancies close at 23:59 local time in Geneva, Switzerland on the respective closing date. No late applications will be accepted.