Senior Human Resources Assistant-IOM عودة إلى الفرص

Position Title: Senior Human Resources Assistant 

Duty Station: Tunis, Tunisia 

Classification: G6 

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

Estimated Start Date: ASAP 

Reference Code: SVNTN2022-029 

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 Head of Resources Management; 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 Tunisia. 

Core Functions / Responsibilities: 

3. Participate in evaluation of staffing needs in the office and assist in coordination of  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.  2. Carry-out and 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 Service (Manila  or Panama) on medical clearance, coordinate enrollment in insurance plans as  appropriate, coordination and delivery of induction sessions, arrangement for  security briefing, etc.
4. Perform assigned role(s) in PRISM HR paying special attention to data consistency and  accuracy; input, maintain and verify data based on approvals and supporting  documentation; verify eligibility for allowances and other benefits, monitor and  follow up on contractual situation and entitlements, and initiate and coordinate  prompt actions; generate, edit and review 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 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/HR data analysis  and trends 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 events including staff  development and training activities in coordination with the Staff Development and  Learning Unit and maintain updated records. Participate in assessments of staff  training and development needs. 
10. Provide information to staff on their entitlements and responsibilities in line with IOM  regulations, instructions and procedures. Respond to standard and more complex inquiries and refer the most sensitive ones as appropriate. 
11. Identify areas for improvement and highlight them to the supervisor; provide inputs  for new procedures to complement or to adapt existing ones taking into  consideration the specific needs of the office. Assist in analyzing and resolving  sensitive cases/audit recommendations by collating background information,  preparing summaries and sharing best practices. Provides comments on  interpretation  
12. Participate in inter-agency Human Resources related working groups as assigned.
13. Provide guidance and training to and coordinate and monitor work of new/junior staff  in the unit. 
14. Provide specialized support to ensure efficient and effective HR internal control  process in line with Compliance Control Self-Assessment Tool (CCSAT) 
15. Participate in the monthly payroll for national staff and ensure its accuracy and  timeliness. Ensure that its validation and verification has been conducted in  coordination with Finance staff and RMO. Supervise all other payments related to HR  (consultants, entitlements to non-staff, etc), 
16. Perform other related duties as assigned. 

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 the 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. 

Managerial Competencies  

• 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.

Required Qualifications:  

Education & Experience & skills: 

• High School diploma with six years of relevant experience; or Bachelor’s degree in  Human Resources, Business Administration, Psychology or related field with four 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/organizations in a multi-cultural setting is  an advantage. 

• Knowledge of human resources management principles, strategies and best  practices, 
• Knowledge of data metrics and reporting, excellent analytical and creative thinking, • Proven ability to write clearly and concisely, and present ideas in a user-friendly  language, 

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