Human Resources Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization established in 1951, dedicated to promoting humane and orderly migration for the benefit of all. With over 173 member states and offices in more than 100 countries, IOM works to ensure that migration is safe, orderly, and dignified. The organization focuses on various aspects of migration, including humanitarian assistance, development, and policy advocacy, aiming to support migrants and communities affected by migration. IOM's mission is to provide services and advice concerning migration to governments and migrants alike, ensuring that the rights of migrants are respected and upheld.

Job Overview:
The Human Resources Assistant will play a crucial role in supporting the human resources functions of the IOM Cairo Mission. This position involves assisting in the coordination of recruitment processes, which includes providing guidance to hiring managers, drafting and posting vacancy notices, screening applications, and participating in interview panels. The successful candidate will also be responsible for pre-employment activities, ensuring that all necessary documentation is prepared and collected, and coordinating medical exams and insurance enrollments. The role requires attention to detail and accuracy in maintaining HR data, monitoring contractual situations, and generating reports. Additionally, the assistant will be involved in various HR actions, including separations, promotions, and compliance monitoring, while also organizing staff development events and providing information to staff regarding their entitlements and responsibilities.

Duties and Responsibilities:
The duties and responsibilities of the Human Resources Assistant include:

• Assisting in the recruitment process by guiding hiring managers, drafting vacancy notices, screening applications, and participating in interviews.
• Coordinating pre-employment activities, including preparing Entry On Duty documentation, medical exams, and insurance enrollments.
• Maintaining HR data in the PRISM system, ensuring accuracy and consistency, and generating reports related to personnel actions.
• Acting as a Time-keeper in PRISM, monitoring leave quotas, and responding to inquiries regarding leave administration.
• Preparing documentation for separations, promotions, and disciplinary cases, and coordinating with relevant offices.
• Drafting and reviewing correspondence and maintaining personnel files and HR documents.
• Monitoring compliance with the Staff Evaluation System and providing technical guidance to staff.
• Organizing HR events and training activities, and maintaining updated records.
• Providing information to staff on entitlements and responsibilities, and addressing inquiries. 1
• Identifying areas for improvement in HR processes and assisting in resolving sensitive cases. 1
• Participating in inter-agency HR working groups and providing guidance to new staff.

Required Qualifications:
The required qualifications for the Human Resources Assistant position include a High School diploma with five years of relevant experience, or a Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field with three years of relevant professional experience. Proficiency in Microsoft Office applications is essential, and experience with SAP is considered an advantage. The candidate should demonstrate attention to detail, organizational skills, discretion, and a client-oriented approach. Previous work experience with international humanitarian organizations or government institutions in a multicultural setting is also advantageous.

Educational Background:
Candidates must possess either a High School diploma with five years of relevant experience or a Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field with three years of relevant professional experience. This educational background is essential to ensure that the candidate has the necessary knowledge and skills to perform the duties of the position effectively.

Experience:
The position requires either five years of relevant experience for candidates with a High School diploma or three years of relevant professional experience for those with a Bachelor’s degree. Experience in human resources functions, particularly in recruitment and personnel management, is crucial. Familiarity with computerized accounting systems, such as Oracle applications, and a high level of computer literacy are also important for this role. Previous experience in international humanitarian organizations or government institutions is highly valued.

Languages:
Fluency in English and Arabic is required for this position. These language skills are essential for effective communication within the organization and with external stakeholders. Proficiency in additional languages may be considered an asset, enhancing the candidate's ability to engage with diverse populations and contribute to the organization's mission.

Additional Notes:
This position is full-time and may involve working in a multicultural environment. The role is based in Cairo, Egypt, and the successful candidate will be expected to adhere to IOM's values of inclusion, integrity, and professionalism. The organization offers a supportive work environment and opportunities for professional development. Compensation and benefits will be discussed during the hiring process.