SVN 027 2021
Human Resources Clerk
IOM Philippines
Philippines
Open to Internal and External Candidates
Job classification
General Staff
Grade
G-3
Duty station
IOM Philippines
Location
Manila
Type of Appointment
Special Short Term-Graded, six-month with possibility of extension
Closing date
Duration of Assignment
Six months with possibility of extension
Salary
Php 450,043.00 per annum net of taxes

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 Resources Management Officer and the direct supervision of the Senior Human Resources Assistant, the HR Clerk will provide general clerical support to IOM Philippines Country Office in carrying out HR related tasks including but not limited to local recruitment, preparation of tracking lists, and personnel files filing.

Core Functions / Responsibilities
  1. Provide clerical assistance for the smooth running of the Human Resources processes and activities in the office.
  2. Collate and upload the scanned 201 documents to IOM’s E-Filing platform, ensuring compliance with IOM’s Data Protection Principles.
  3. Maintain orderly personnel files of staff, instructions, bulletins, and other documents in the Human Resources Unit (electronic and/or hard copies).
  4. Responsible for the timely filing of 201 documents in designated folders of all staff and non-staff categories, securing confidentiality.
  5. Maintain a tracker or database for e-filing, in coordination with the Local HR Unit:
    • Verify all 201 and minimum mandatory documents are complete.
    • Verify all IOM mandatory training requirements are completed by staff and non-staff.
    • Verify all contracts and personnel action forms are duly signed and returned to HR Unit on time.
    • Follow-up lacking and unsigned documents on a timely manner, and as needed.
  6. Send out HR emails such as Welcome to IOM kit, any relevant HR announcements, birthday greetings, sympathy letters, and weekly vacancy announcements, etc.
  7. Assist newly on-boarded staff by ensuring IOM email address and IOM/UN ID is issued on time.
  8. Perform other related duties as assigned.
Education
  • High School diploma with three years of relevant experience; or,
  • Bachelor’s degree in Human Resources, Business Administration, Psychology, or related field with one year of relevant professional experience.

Notes

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

Experience
  • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, 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

  • Excellent organizational and multitasking skills.
  • Excellent communication skills, an advantage.
  • Dependable with a respect to confidentiality and policies.
  • Great attention to detail.
Languages

English and French are the working languages of the UN Secretariat. 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

In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page), a résumé highlighting the required education and experience, and a duly completed IOM Personal History Form. To access the form, please visit this link (four pages).

Interested candidates are invited to submit their applications via hrphilippines@iom.int not later than 14 January 2022. Position title and SVN Number (SVN 027 2021 - Human Resources Clerk) should be specified in the SUBJECT field.

Only shortlisted candidates will be contacted.

Other

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

Competencies will be assessed during a competency-based interview.

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, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.