VN 038/2021
HR Specialist (HR Administration)
Manila (Global) Administrative Centre (MAC)
Open to Internal and External Candidates
Job classification
General Staff
Duty station
Manila (Global) Administrative Centre (MAC)
Type of Appointment
Fixed term, one year with possibility of extension
Closing date
Php 739,397 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.


Under the overall supervision of the Senior Resource Management Officer and the direct supervision of the National Human Resources Officer, the successful candidate will be responsible and accountable for the effective and timely human resources administration support for all local staff and non-staff in the Manila (Global) Administrative Centre (MAC).

The Human Resources Specialist (HR Administration) will be responsible for carrying out the duties and responsibilities in the following areas:

  • Contract management, compensation and benefits administration.
  • Pre-payroll reports preparation and validation.
  • HR reporting and Compliance monitoring.
  • Capacity building and staff supervision.

The successful candidate is also expected to maintain high-level of customer service to its stakeholders ensuring that unit heads, supervisors and staff members’ experience are the team’s priority.

Core Functions / Responsibilities
  • Contract management, compensation and benefits administration.
    • Coordinate the efficient HR administration support through the accurate and timely issuance of contracts, personnel actions and entitlements to the staff members in coordination with the National Human Resources Officer;
    • Input and maintain correct data for hiring, rehiring, staff contract (new appointment, renewal, change in contract type, extension), transfer, Advancement Within Grade (AWG), promotion, separation and other entitlements applicable to staff;
    • Establish regular coordination with the MACHR Recruitment team to support the timely on-boarding of staff. Validate the incoming staff completion of pre-employment requirements, IOM forms and prepare contract and PA at least three days prior to Entry on Duty (EOD);
    • Carry-out and coordinate a wide range of Human Resources actions, including but not limited to the preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases etc. and coordinate with the Panama Administrative Centre and Human Resource Management in Geneva, as appropriate;
    • Provide accurate information to staff on their entitlements and responsibilities in line with IOM regulations, instructions, and procedures. Ensure that all HR Administration related inquiries from the staff and managers are address in a timely manner and refer the most sensitive/complex ones to the National Humans Resources Officer.
  • Pre-payroll reports preparation and validation.
    • Ensure accurate and timely processing of pre-payroll reports in accordance with the agreed schedule with the Payroll Support unit to guarantee smooth payroll processing;
    • Prepare pre-payroll reports and validate the computation, PRISM/SAP input of overtime, night differential and transportation allowance;
    • Ensure validity of payroll entries against the Wage Type Report generated by Payroll Support Unit by checking the staff contract extensions, Advancement within Grade (AWG), separation, dependency allowance and other entitlements eligibility, Short-term Assignment (STA), Interim Allowance and other Personnel Actions applicable for the payroll month;
    • Monitor and reconcile leave in the system against absent quota and attendance record in coordination with the Timekeeper.
  • HR Reporting and Compliance Monitoring.
    • Regularly update the trackers and prepare monthly reports for MAC HR Administration including but not limited to Personnel Action, contract and SCS monitoring, attendance and timekeeping trackers etc. in coordination with the HR Administration team to monitor and ensure adherence with the set SLAs;
    • Serve as the focal point of the unit for any HR Administration requested reports and statistics by the National HR Officer, other units and/or the management;
    • In coordination with the HR Assistant, ensure compliance of all the staff members’ submission of IOM forms, mandatory trainings and pre-employment requirements. Check the regular update of trackers and follow through with staff as deemed needed, to complete the records;
    • Prepare compliance reports and monthly status related to HR Administration, including but not limited to the staff completion of SES, PSUF, mandatory requirements and E-filing of records in coordination with the HR Assistant;
    • Supervise the e-filing completion of all personnel files in PRISM and in the unit’s collaboration app. Ensure the regular update of trackers, completeness of records and guide the HR Assistant in the monthly reporting of progress as well as the project completion.
  • Capacity building and staff supervision.
    • Develop workflows for HR administration in coordination with National Human Resources Officer to deliver quality assistance to the staff members and the stakeholders;
    • Review PRISM manual and assist in the development of workflows and processes in collaboration with the team and other units.
    • Lead the induction program for the benefits and entitlements part that will help new staff members integrate with the Organization. Collaborate with the MAC HR Recruitment team in the review and improvement of the staff on-boarding and new hire orientation process;
    • 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.
    • Participate in inter-agency Human Resources related working groups, as assigned.
    • Assist in organizing Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain an updated records;
    • Supervise HR Assistant by providing support, training and guidance in the performance of his/her duties and responsibilities. Ensure that the staff is well informed and updated on the current IOM HR guidelines and policies and is well aware and adhere to the unit’s key performance indicators. Provide coaching, if deemed necessary.
  • Ensure the data integrity of PRISM HR Data by performing monthly masterdata review and adhering to the HR checklist. Make the necessary updates and corrections in the records as deemed necessary in coordination with the National Human Resources Officer.
  • Perform other HR administration related duties as may be assigned by the supervisors from time to time.
  • 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 four years of relevant professional experience in human resource management and general personnel administration; or
  • Completed High School degree from an accredited academic institution, with six years of relevant professional experience;
  • Diploma or Certification in HR an advantage.
  • Experience in entitlements administration and human resource management;
  • Work experience in international/multi-cultural and/or UN system;
  • Supervisory experience an advantage;
  • High level of computer literacy with experience in HR IT systems and applications;
  • Working knowledge in SAP- HR;
  • Excellent organization and analytical skills, attention to details.
  • Ability to communicate clearly and effectively with clients.

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.

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.
  • 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
  • Proactively seeks responsibility in delivering towards the goals of the Organization.
  • Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.
  • Stands by the actions of team or department, publicly accepting ownership.
  • Takes responsibility of own shortcomings and those of the work unit, where applicable.
  • Speaks and writes clearly and effectively.
  • Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.
  • Listens and seeks to understand without bias, and responds appropriately.
  • Shares information and keeps others up to date; actively seeks others' views and ideas and respects their contribution.
Managing and sharing knowledge
  • Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.
  • Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.
  • Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
  • Contributes to an environment that is conducive to innovation and learning.
  • Fosters a sense of team spirit by developing a shared understanding, accountability and enthusiasm for the team’s work.
  • Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.
  • Shares credit for team accomplishments and ensures that the contribution of others is recognized.
  • Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.
Delivering results
  • Produces high-quality results and workable solutions that meet clients’ needs.
  • Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.
  • Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.
  • Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.
Managerial Competencies
  • Assigns responsibilities fairly and manages performance, taking account of individual strengths, workloads and interests.
  • Is inclusive in decision-making and actively seeks feedback from team members and colleagues in order to identify opportunities for improvement.
  • Takes sound and timely managerial decisions that are consistent with the Organization's vision and purpose.
  • Establishes and maintains relationships with a broad range of stakeholders to understand needs and gain support.
Empowering others & building trust
  • Delegates appropriately to make the most of others’ talents, clarifying expectations and allowing autonomy in important areas while providing necessary support.
  • Encourages others to take responsibility for their performance; promotes ownership, responsibility and accountability for desired results at all levels.
  • Creates an atmosphere of trust and confidence in which others can talk and act without fear of repercussion.
  • Gives proper credit to others, shows appreciation and rewards achievement and effort.
Strategic thinking & vision
  • Aligns own actions to the Organization’s vision, values and mandate.
  • Translates strategic direction into short and medium-term plans and objectives for own team; revises objectives to reflect changes in organizational goals.
  • Identifies key issues/priorities in complex situations and how they may be related to one another.
  • Clearly communicates links between the Organization’s strategy and the work unit’s goals.
How to apply

Interested candidates are invited to submit their applications online clicking on the below APPLY button and completing the profile registration.