(Offre en anglais) IOM Tunisia recrute un HR/Admin Assistant عودة إلى الفرص

The UN agency for Migration – IOM Tunisia is looking for an HR/Admin Assistant according to the terms of reference stipulated below.

Position Title: HR/Admin Assistant

Duty Station: Tunis, Tunisia

Classification: G4

Type of Appointment: Special Short Term contract; 6 months renewable

Organizational Unit: Resource Management Unit, Tunisia

Estimated Start Date: February 2018

Reference Code: VATN/2018-004

Organizational Context and Scope:

Established in 1951, the UN agency for Migration – 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 (CoM), and the direct supervision of the Senior HR/Admin Assistant, the HR/admin Assistant will assist in providing HR and administrative support to the mission and staff members, including but not limited to timekeeping, leave and other entitlements, personnel administration, personnel actions preparation, etc.

Core Functions / Responsibilities:

The successful candidate will be responsible for:

1. Undertake the recruitment procedures including: Advertise vacancies, contact short-listed applicants for interviews, schedule interviews and ensure related materials are available;
2. Ensure that staffs’ documentation and personnel files are in order, and complete with the all necessary documentations for staff members, consultants and interns;
3. Maintain updated HR filing system and staff personal files and follow up with staff members on any pending and yearly compulsory documents required;
4. Generate Personal Action including but not limited to Hiring, Re-hiring, Staff Contracts, SLWOP, Separation, AWG, among others;
5. Prepare calculations of Terminal Emoluments in coordination with Senior HR Assistant as required. Coordinate with the staff member and the units any requirements needed prior to separation such like exit clearance, SES completion, advances, etc.;
6. Assist in preparing general administrative letters relative to HR in coordination with the Sr. HR Assistant,
7. Arrange for staff entry on duty medical examination and medically fit certificate and also prepare MSP cards for all National staff and their dependents under the MSP cover;
8. Coordinate Exit, PME and DAE exams, as well as MSP admission with HIM-Panama and in coordination with Sr. HR/ADM Assistant;
9. Update and keep track of progress of submission of UNDSS Security Training Certificates (BSITF II and ASITF), Assist in providing regular update on IOM Tunisia staff list to UNDSS with coordination of the establishments of the UN cards;
10. Follow up issuing and renewing of IOM ID cards for new staff members;
11. Monitor employees available year-end annual leave balances and inform SHRA accordingly for their follow up with staff members and supervisors;
12. Monitor and inform the staff member and the manager regarding the usage of compensatory leave;
13. Monitor and update individual leave records of local staff in PRISM;
14. Creation of vendors in PRISM for non-staff, following requests received by procurement team for the necessary administrative documents;
15. Perform other duties that may be assigned, as needed.

Required Competencies:

• Behavioral:
  • Takes responsibility for meeting commitments and for any shortcomings.
  • Follows all relevant procedures, process and policies.
  • Meets deadline, cost and quality requirements for outputs.
  • Actively shares relevant information.
  • Accepts and gives constructive criticism.
  • Demonstrates interest in improving relevant skills.
  • Clearly communicates and listens to feedback on changing priorities and procedures.
  • Proactively develops new ways to resolve problems.
  • Provides constructive feedback to colleagues.
  • Sets clear and achievable goals consistent with agreed priorities for self and others.
  • Masters subject matter relate to responsibilities.
  • Knowledgeable about and promotes IOM core mandate and migration solutions.
  • Actively contributes to an effective, collegial and agreeable team environment.
  • Takes joint responsibility for team’s work.
• Technical:
  • Proactively identifies and advocates for cost-efficient technology solutions.
  • Understands applicability and limitation of technology and seeks to apply it to appropriate work.