Junior Human Resources and Administrative Assistant -OIM عودة إلى الفرص

Position Title: Junior Human Ressources and Adminstrative Assistant

Duty Station: Tunis, Tunisia 

Classification: UG 

Type of Appointment: 6 months, Special Short Term contract with possibility of renewal Estimated Start Date: ASAP 

Reference Code: SVNTN2022-001 

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 guidance of the Chief of Mission, and the direct supervision of the Head Of  Resource Management Unit and HR guidance of the National HR Assistant, and working closely  with teams and other relevant colleagues in the Mission and/or in Regional Offices, or  administrative centers, the incumbent will be responsible for providing administrative support  to the Admin-HR unit in the mission. 

More particularly, the successful candidate will assume the functions and the following  responsibilities:

Core Functions / Responsibilities: 

1. Provides general admin & HR support services to help ensure the smooth  functioning of the HR unit 
2. Provide assistance in recruitment processes for national positions including but not  limited ;To Support in the recruitment process as per IOM’s Workflow and Rules;  Ensure the preparation of relative logistics; Help in Scheduling interviews and tests;  and communicating with relevant parties to facilitate the process; Assist in the  preparation and delivery of recruitment reports, Assists in the evaluation and  screening of applications of candidates for various positions. 
3. Assists in the filling of posts, including initiating and following-up on reference  checks and academic verifications, ensuring the completion of the pre-recruitment  formalities and other related actions 
4. Maintain the HR filing and ensure HR files are properly Electronically filled. Ensure all  files are updated with the right documents and ensure safe custody of all the files.  Undertake regular checks in all the staff personal files to ensure completeness. 
5. Collect, prepare payments, and keep track, for all documents related to payroll of  non-staff (Attendance sheet, vouchers, etc.),  
6. Assist in monitoring the attendance and leave records of national staff; Regularly  check the attendance reports, track annual leave balances and notify supervisors  and SM frequently, 
7. Support the timekeeper in the preparation and tracking of timesheets, overtime,  leave of staff 
8. Assist with following up on SES mission compliance  
9. Assist and support with contracts issuance, renewals and separations for national  staff and non-staff with ensuring of completeness related HR required documents. 10. Ensure the issuance and renewal of IOM and UN ID badges, for staff and non-staff  members, if applicable 
10. Assist in issuance of certification of employment letters and other related documents for staff members upon their request. 
11. Assist in completing all mandatory trainings needed for national staff in Tunis 13. Assist in security screening for CVAC staff  
12. Active collaboration in other actions that HR or RMU participate in. (scan  documents, support with audit requests to prepare the needed HR documents, etc),  15. Keep the confidentiality matters as defined by the mission’s requirements and IOM  rules and regulations 
13. Perform such other duties as may be required.

Required 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  

• 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: 

• University degree in Human Resources Management, Psychology, Industrial Relations,  Behavioural and Development Studies, or a related field from an accredited academic institution, with one year of relevant professional experience in human resource  management and general personnel administration; or Completed High School degree  from an accredited academic institution, with three years of relevant professional  experience.  
• Diploma or Certification in HR is an advantage. 
• Demonstrated ability to communicate clearly and effectively  
• High level of computer literacy with experience in HR IT systems and applications; 
•  Excellent organization and analytical skills, attention to details and ability to work with  minimum supervision 
• Strong interpersonal & intercultural skills with an attention to detail. 
• Excellent time management skills. 
• Capacity to work effectively and harmoniously within a team of colleagues from varied  cultures and professional backgrounds. 
• working knowledge of SAP is an advantage 

Languages:

• Fluency in French, English and Arabic 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. Subject to certain exemptions, vaccination against COVID-19 will in principle  be required for individuals hired on or after 15 November 2021. 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 instutions can be found at https://www.whed.net/home.php