DR 027/2022
Jr. Staff Assistant
Manila (Global) Administrative Centre (MAC)
Philippines
Open to External Candidates
Job classification
General Staff
Grade
Ungraded
Duty station
Manila (Global) Administrative Centre (MAC)
Type of Appointment
Special Short Term-Ungraded
Closing date
Duration of Assignment
Nine months
Salary
Php 33 000 per month net of taxes (All-inclusive Salary)

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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

Under the overall supervision of the Head, HR Administration Unit, and the direct supervision of the National HR Officer, the successful candidate will provide general administrative support to the HR Administration Unit and the Insurance Unit Manila.

Core Functions / Responsibilities
  • E-file documents (contracts, PAFs, certificates, among others) in individual personnel folders in the HRAU SharePoint
  • Arrange physical personnel folders in systematic order
  • Photocopy and scan documents, as may be required
  • Ensure availability of office supplies at all times
  • Retrieve folders from the storage room as instructed
  • Maintain a list of files in the storage facility
  • Compile past years’ files for safekeeping in the storage facility
  • File and archive old IUM claim documents
  • Perform other admin/general services duties as may be assigned

Specifically, the incumbent will be expected to do the following:

  • Scan relevant documents and rename them according to the required file naming convention for staff separations from 2015, 2016, 2017 2018, 2019, 2020 and 2021 based on workplan (Annex 1)
  • E-file scanned documents of separated staff in a dedicated folder in the HRAU E-FILES SharePoint
  • Maintain orderly active 201 files
  • File IUM loose claim documents, label folders for easy retrieval of documents, archive / box 2018 and 2019 claim documents to Crown
Education
  • At least one year of college completed in an accredited academic institution, with one year of relevant professional experience.
Experience
  • Records filing/management
  • General services tasks
  • Computer-literate
  • Working knowledge of MS Office
Languages

For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

Values
Inclusion & respect for diversity
  • Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
  • Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
  • Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
  • Challenges prejudice, biases and intolerance in the workplace.
Integrity & transparency
  • Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
  • Delivers on commitments; manages the organization’s resources reliably and sustainably.
  • Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
  • Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
  • Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
Professionalism
  • Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
  • Seeks to raise professional standards in self and others through daily work and activities.
  • Adapts quickly to change and is decisive and versatile in face of uncertainty.
  • Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Core Competencies
Accountability
  • Accepts personal responsibility for quality and timeliness of work.
  • Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
  • Operates in compliance with organizational regulations and rules.
  • Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
Communication
  • Presents information using language and sequence of ideas that is easy for recipients to understand.
  • Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
  • Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
  • Listens carefully and genuinely to the views and positions of others; acts on received information.
Managing and sharing knowledge
  • Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
  • Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
  • Puts new learning into practice and draws on diverse sources of ideas and inspiration.
  • Contributes to the identification of improvements to work processes and assists in implementing them.
Teamwork
  • Establishes strong relationships with colleagues and partners; relates well to people at all levels.
  • Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
  • Willingly puts in extra effort without being asked and adopts a "hands-on" approach whenever necessary to achieve team objectives.
  • Coordinates own work with that of the team to meet agreed priorities and deadlines.
Delivering results
  • Produces quality results and provides quality services to clients.
  • Meets goals and timelines for delivery of products or services.
  • Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
  • Shows understanding of own role and responsibilities in relation to expected results.
How to apply

Interested applicants may send their applications to hrmanila@iom.int no later than 11 August 2022. Reference code and Position Title (DR 027/2022 – Jr. Staff Assistant) should be specified in the SUBJECT field.

IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.

Only shortlisted candidates will be contacted.