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Senior Human Resources Assistant

International Organization for Migration (IOM)

Information about the position

  • Place of work: Grösslingová 35, 811 09 Bratislava
  • Basic wage component (gross) and other rewards: 2 199 EUR/monthBase salary - 2199 EUR/month, (General Staff GVII, UN Salary Scale). Net monthly payment of 2160 EUR. Income exempted from taxation.
  • Start date: As soon as possible
  • Contract type: full-time

Job description, responsibilities and duties

Under the overall supervision of the Head of Office, the direct supervision of the National Resources Management Officer (RMO) and in collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for the management of human resources in the mission.

Core Functions / Responsibilities:

1. Assist in coordinating and monitoring the Human Resources management functions in the mission in accordance with the organization’s policies, procedures and practices.
2. Participate in evaluation of staffing needs in the office and coordinate recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc.
3. Coordinate pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearance, coordinate enrolment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.
4. Perform assigned role(s) in PRISM HR; monitor consistency and accuracy of data; verify eligibility for allowances and other benefits; monitor and follow-up on contractual situation and entitlements, and coordinate prompt actions; generate, edit, review and ensure correctness of reports, contract extensions, personnel actions and other related documentation.
5. Monitor attendance and leave administration; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM.
6. Carry-out, coordinate and monitor a wide range of Human Resource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.
7. Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; create and maintain a systematic way to archive Human Resources documents (electronic and hard copies). Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
8. Monitor compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
9. Plan and coordinate the organization of Human Resources staff development and training activities and maintain updated records.
10. Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices. Provides comments on interpretation
11. Provide information to managers and staff in respect of rights, responsibilities, code of conduct and difficulties associated with work and entitlements; evaluate causes of problems or constraints and propose solutions; analyze and make recommendations for atypical or unprecedented situations involving interpretation or Human Resources policies. Identify, analyze and resolve diverse issues/problems as they arise and suggest appropriate actions.
12. Evaluate and recommend improvement of current Human Resources procedures; participate in discussions on new/revised procedures and practices and assess the impact of changes and make recommendations
13. Handle all enquiries on Human Resources matters; provide explanation to staff entitlements and Human Resources policies, rules and regulations.
14. Participate in inter-agency Human Resources related working groups as assigned.
15. Guide, coordinate and supervise the work of staff in the unit.
16. Performs any other duties as assigned by the Head of Office and/or Resources Management Officer.

Employee perks, benefits

General Staff (GVII, UN Salary Scale valid for the Slovak Republic since 1 Jan 2009). Step one of the salary scale corresponds to brutto 2199 EUR per month(net payment of 2160 EUR - income is exempted from taxation).
6 weeks of paid annual leave per year.
24 days of paid sick leave per year.
Special medical insurance.

Information about the selection process

IOM is committed to a diverse and inclusive environment.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

The appointment will be subject to certification that the candidate is medically fit and verification of residency, visa and authorizations by the concerned Government, where applicable. As part of the mandatory medical entry on duty clearance, candidates will be requested to provide evidence of full vaccination against COVID-19.

This post is subject to local recruitment. Only applicants holding a valid residence and work
permit in Slovakia will be eligible for consideration.


How to apply:

Interested candidates are invited to submit their applications – CV and Cover Letter in English to [email protected] by 26 May 2022 23:59 (Bratislava time) at the latest referring to this advertisement and using the subject line “SVN 2022-14_Senior Human Resources Assistant”.
Due to the large volume of applications, only shortlisted candidates will be contacted.

Requirements for the employee

Candidates with education suit the position

University education (Master's degree)

Educational Specialization

• University degree in Human Resources, Business Administration, Psychology or a related field from an accredited academic institution.

Language skills

English - Upper intermediate (B2) and Slovak - Upper intermediate (B2)

Driving licence

B

Experience in the position/sector

five years of relevant professional experience, preferably in similar roles.

Number of years of experience

5

Personality requirements and skills

Experience and Skills

• Experience with and knowledge of administrative/Human Resources management policies and procedures of a national and/or international non-governmental organization;
• Experience in managing staff, administration or talent acquisition is an advantage;
• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage;
• 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.


Languages

• Fluency in English and Slovak is required. Knowledge of another official IOM language (French, Spanish) is an advantage.


Required Competencies

Values
• Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.
• Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
• Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioral indicators level 2
• Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
• Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.
• Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.
• Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.
• Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioral indicators level 2
• Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.
• Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.
• Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

IOM’s competency framework can be found under the following link: https://www.iom.int/sites/g/files/tmzbdl486/files/about-iom/iom_revised_competency_framework_external.pdf

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Brief description of the company

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.