Human Resources Assistant (2 Positions)-IOM عودة إلى الفرص

Position Title: Human Resources Assistant  

Duty Station: Tunis, Tunisia 

Classification: G4 

Type of Appointment: One Year Fixed Term contract (12 months with the possibility of   extension)  

Estimated Start Date: ASAP 

Reference Code: SVNTN2022-036 

Organizational Context and Scope: 

Established in 1951, IOM is the leading inter-governmental organization in the field of migration  and 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. 

Under the overall supervision of the Chief of Mission (CoM) in Tunisia and direct supervision of  the 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 managing the resources management functions in IOM Tunis office.

Core Functions / Responsibilities: 

1. Support recruitment processes in the office by coordinating the publication of  Vacancy Notice/Special Vacancy Notice, receiving and sorting applications, arranging  interviews and tests, preparing all the required documentation and materials,  sending communications to candidates, contacting previous employers for  reference checks and any other related activity as assigned.  
2. Carry-out pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD  medical exams, follow-up with Health Insurance Medical Services (Manila or  Panama) on medical clearances, coordination of orientation sessions, arrangement  for a security briefing and medical examinations, inclusion in insurance plans as  appropriate, creation of the personal file, etc.  
3. Perform assigned role(s) in PRISM HR paying special attention to data consistency  and accuracy; input and maintain data based on approvals and supporting  documentation; monitor and follow up on contractual situations and entitlements  and generate reports, contract extensions, personnel actions and other related  documentation. 
4. Perform the role of Time-keeper in PRISM; maintain, update and reconcile leave  quotas based on supporting documentation; generate and edit leave-related  reports; respond to general questions concerning leave administration; guide staff  on request and approval procedures in PRISM. 
5. Support separation, classification, reclassification and promotion processes by  collecting necessary documentation, drafting forms, making basic calculations,  obtaining approvals and coordinating with relevant units in the Regional Office and  Administrative Centers.  
6. 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.  
7. Draft certificates of employment, notices, letters, reports, presentations, graphs,  update the organizational chart and support timely submission of documents. 8. Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as the arrangement of meeting  facilities, equipment, materials, preparation of correspondence and drafting and  assembling of documents. 
8. Respond to general inquiries regarding Human Resources policies, instructions and  procedures. 
9. Perform other related duties as assigned

Required Competencies: 

The incumbent is expected to demonstrate the following values and competencies: 

The incumbent is expected to demonstrate the following values and competencies: Values – all IOM staff members must abide by and demonstrate these three 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 – behavioural indicators level 1 

• 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. 

Required Qualifications: 

Education & Experience & skills: 

• High School diploma with four years of relevant experience; or, 

Bachelor’s degree in Human Resources, Business Administration, Psychology or related  field with two years of relevant professional 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 willing 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.

Languages: 

Fluency in French, Arabic, and English (written and spoken) is required.  

Other: 

• Appointment will be subject to certification that the candidate is medically fit for  appointment, accreditation, any residency or visa requirements, and security  clearances. Vaccination against COVID-19 is required. This will be verified as part of the  medical clearance process. 

ADDITIONAL INFORMATION : 

• Incomplete applications will not be considered. Applications received after the closing date will not be accepted. 
• Any offer made to the candidate in relation to this vacancy notice is subject to funding  confirmation. 
• The list of accredited institutions can be found at https://www.whed.net/home.php