VN 061/2021
HR Assistant
Manila (Global) Administrative Centre (MAC)
Philippines
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 631,953 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 direct supervision of the HR-Business Partner, the administrative supervision of the Migration Health Division (MHD) Finance and Admin Officer, based in Manila, and the overall supervision of the Director of MHD the successful candidate will provide his/her support to the Unit and will be responsible for the following functions:

Core Functions / Responsibilities
  • Gain excellent understanding of the IOM instructions on contracts and recruitment, as well as the Staff Rules and Regulations (SRR), in order to provide hiring managers within MHD globally information on recruitment procedures and appointments.
  • Assist the MHD HR-Business Partner with all stages of the recruitment cycle for hiring within MHD, including support in the preparation of new post descriptions; updating post description templates; interacting with HR Management in Geneva (HRM), the Panama Administrative Center (PAC), and the Manila Recruitment Unit (REC) on new vacancies, ratings, Appointments and Posting Board (APB) meetings, shortlisting and other recruitment modalities; and interacting with the Manila Human Resources Office (MHRO) on hiring procedures.
  • Directly assist hiring managers with recruitment procedures, including assisting with shortlisting in PRISM; organizing interview times with panel members and scheduling them on panel member calendars; preparing relevant candidate information for panel members; issuing interview invitations; requesting references; support in the issuing of written exams to candidates; taking notes during interviews; assisting in the preparation of Candidate Assessment Forms (CAFs); and liaising with managers on final paperwork and approvals.
  • As needed, research opportunities for MHD to boost the visibility of vacant positions to potential candidates, including candidates in academic settings such as colleges and universities. When requested, participate in career fairs, job talks and other recruitment-related events or engage in networking opportunities on behalf of IOM.
  • Support MHD in its training initiatives, ensuring that information relevant to training is shared and compiled in a timely and organized manner. This includes the tracking and verification that staff members have taken mandatory trainings in accordance with standards set by MHD Senior Management.
  • Be the focal point for Consultancy contracts for HQ and delocalized HQ. Liaise with the Recruitment Unit in Manila when Call for Applications need to be posted. Provide support in the shortlisting of the candidates, arrange for interviews, prepare the contract and ensure that all administrative tasks related to the recruitment are completed in due time.
  • Support MHD HQ in the hiring and on-boarding of interns.
  • Update and disseminate the MHD Global Organizational chart on a monthly basis, ensuring that all staff are up to date. Coordinate with relevant stakeholders on the necessity to update mailing lists and other staff lists accordingly.
  • Be the focal point for MHD Physician stamps, ensuring all documentation submitted is complete and up to date prior to issuing stamp number to the mission.
  • Provide technical support to the Oversight Clinical Credentialing Committee and assist the HAP Senior Management with license monitoring.
  • Support in reviewing and vetting MHD candidate profiles on the IOM Roster.
  • Provide inputs to the development of HR-related MHD tools.
  • Perform any other duties as may be assigned.
Education
  • Bachelor’s degree in Human Resources or related field with three years of relevant professional experience;
  • Completed High School Diploma with five years relevant experience.
Experience
  • Relevant working experience, in Human Resources.
  • Experience in the management of HR data/information is an asset.
  • Proven skills in managing HR processes, including recruitment, on-boarding and information management.
  • Excellent writing skills;
  • Excellent knowledge of MS Office, including Word, Excel and Visio is required.
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

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