VN 014/2023
HR Assistant - Recruitment
Manila (Global) Administrative Centre (MAC)
Philippines
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Open to Internal and External Candidates
Job classification
General Staff
Grade
G-5
Duty station
Manila (Global) Administrative Centre (MAC)
Type of Appointment
Fixed term, one year with possibility of extension
Closing date
Salary
Php 638,273 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 Sr. Resource Management Officer, the direct supervision of the National Human Resources Officer and in close coordination with the HR Specialist - Recruitment,  the successful candidate will be responsible  and accountable  in carrying out the recruitment, selection and hiring of both staff and non-staff for the Manila (Global) Administrative Centre.

He or she will also closely coordinate with the hiring managers and selection panel in ensuring the effective implementation of the IOM recruitment policies, as well as with the external recruitment partners, vendors, universities, headhunters, UN agencies and other international organization for staffing need.

The HR Assistant – Recruitment is also expected to maintain high-level of customer service to its stakeholders ensuring that hiring managers and candidates’ experience are the team’s priority.

Core Functions / Responsibilities
  1. Process requests for recruitment, selection and hiring process for Vacancy Notices (VNs), Special Vacancy Notices (SVNs) and Direct Recruitment requirement for MAC, in close coordination with the Sr. HR and Recruitment Assistant and National HR Officer.
  • Provide guidance to hiring managers/ panel members, coordinate regarding the recruitment requisitions and calibrate the team’s hiring requirement.
  • Prepare Post Description (PD), in coordination with the Sr. HR and Recruitment Assistant and National HR Officer, ensuring that it is in accordance with the prescribed IOM template;
  • Prepare and advertise Vacancy Notice (VN) and Special Vacancy Notice (SVN) in various media channels;
  • Review eligibility and qualifications of shortlisted candidates proposed by the hiring managers or selection panel in accordance with the IOM Recruitment Standards, as well as requests for changes in personnel action.
  • Ensure proper administration of written/online technical exam to the shortlisted candidates;
  • Prepare closing documents, review selection recommendation and ensure that the required recruitment template, HR Action Form, Candidate Assessment Form (CAF), and Candidate Assessment and Appointment Recommendation Form are accomplished and completed prior to routing for coordination;
  • Coordinate interview schedules, participate in panel interviews, and ensure that relevant interview materials are in order (e.g. interview protocols, availability of selection panel, venue, confirmation of the candidates, etc.);
  • Conduct reference checks, job offer and send-out regret letter to unsuccessful candidates;
  • Provide support in the on-boarding of newly hired staff members (e.g. Contract and ID issuance; collection of completed requirements; endorsement to hiring unit, sending of EOD notification, welcome kit etc.).

 

  1. Act as the focal point for the recruitment of non-staff including Consultants, On-the-Job Trainees/ Intern and UN Volunteers, in coordination with the Sr. HR and Recruitment Assistant and National HR Officer.
  • Liaise with the hiring manager on the requirements for hiring of Consultants/OJT/Intern, DR;
  • Source candidates from talent pool or publish vacancy announcement and participate in the selection process if needed;
  • Conduct job offer and coordinate the administrative formalities (e.g. list of requirements, contract issuance etc.) to ensure completeness of requirements prior to on-boarding;
  • Communicate the Entry on Duty (EOD) notification and conduct new hire orientation.

 

  1. Maintain MAC’s Organization Management (OM) in SAP by ensuring the correct encoding and update of organizational unit, position ID and salary projectization (WBS).
  • Review MAC’s organizational structure in coordination with the Sr. Recruitment Assistant and National HR Officer
  • Create or designate position ID, salary projectization, and reporting lines for newly hired, transferred and promoted staff members
  • Ensure that approved structural changes are reflected in SAP for proper administration of Staff Evaluation System (SES)

 

  1. Prepare and maintain trackers, reports, and systems available for MAC HR Recruitment. 
  • Regularly update the Recruitment Tracking List for VN, SVN, Interns, Consultants and database, in collaboration with the Sr. HR and Recruitment Assistant;
  • Assist in the preparation of recruitment reports and to other recruitment related activities and initiatives.
  • Regularly monitor the HR Manila Mailbox. Ensure that all recruitment related inquiries are addressed in a timely manner, and general HR inquiries are endorsed to appropriate HR focal points.
  • Update and maintain electronic and physical archiving systems in the unit including recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls etc.

 

  1. Identify areas for improvement and highlight them to supervisor; provide inputs for new procedures to complement or to adopt existing ones taking into consideration the specifics needs of the office. Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices.

 

  1. Respond to issues related to the recruitment processes and recommend appropriate action to the hiring managers in a timely manner, in accordance with IOM regulations, instructions and procedures and refer the most sensitive/complex ones to the National HR Officer.

 

  1. Maintain regular coordination with MACHR Personnel Administration to support the timely on-boarding of staff. Ensure incoming staff completion of pre-employment requirements, IOM forms, contract and PA prior to Entry on Duty (EOD).

 

  1. Perform other recruitment related administrative duties
  • Prepare the utilization reports from the commissioned job sites on a monthly basis
  • Prepare Request for Payments (RFPs) for new hire Entry on Duty (EOD) medical exam; external advertisements, and to other recruitment related payments;
  • Prepare weekly vacancy announcements and monthly new staff member announcements to be distributed internally via e-mail blast;

 

  1. Assist in organizing Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records.

 

  1. Participate in inter-agency Human Resources related working groups, as assigned.

 

  1. Provide guidance and training to new/junior staff in the unit.

 

  1. Perform other HR related duties as may be assigned by the supervisor from time to time.
Education
  • University degree in Human Resources Management, Psychology, Industrial Relations, Behavioral and Development Studies, Public or Business Administration, or a related field from an accredited academic institution, with three years of relevant professional experience in human resource management and general personnel administration; or
  • Completed High School degree from an accredited academic institution, with five years of relevant professional experience;
  • Diploma or Certification in HR an advantage.
Experience
  • Experience in recruitment and human resource management;
  • At least six (6) months of work experience in international/multi-cultural and/or UN system.
  • Demonstrated ability to communicate clearly and effectively with clients;
  • High level of computer literacy with experience in HR IT systems and applications; working knowledge of SAP an advantage;
  • Excellent organization and analytical skills, attention to details, and ability to work with minimum supervision.
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 candidates are invited to submit their applications online clicking by on the APPLY button and completing the profile registration.