Human Resources Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is an intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to become a leading organization in the field of migration, with over 173 member states and offices in more than 100 countries. The organization aims to promote humane and orderly migration for the benefit of all, ensuring that migration is safe, orderly, and dignified. IOM's mission includes addressing the challenges of migration, supporting the rights of migrants, and fostering international cooperation on migration issues.

Job Overview:
The Human Resources Assistant position is designed to support the Human Resources department in various administrative and HR-related tasks. The incumbent will work under the general supervision of the Chief of Mission and the National Senior Human Resources Officer, and will directly report to the National Human Resources Officer. The role involves facilitating recruitment processes, which includes tasks such as checking shortlists, scheduling interviews, arranging tests, and communicating with candidates. The HR Assistant will also draft employment certificates, notices, letters, and reports, and will be responsible for updating the organizational chart and ensuring timely submission of documents. Additionally, the role requires organizing meetings, training activities, and other HR events, which involves logistical arrangements such as preparing meeting facilities and materials. The HR Assistant will assist in maintaining the Mission’s filing system and support the administrative processing of vacancy notices and applications. The position also entails preparing HR reports and responding to inquiries regarding HR policies and procedures, as well as coordinating with the Occupational Health Unit on medical clearances for staff and their dependents.

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

• Facilitating recruitment processes by checking shortlists, scheduling interviews, arranging tests, and communicating with candidates.
• Drafting certificates of employment, notices, letters, reports, and presentations.
• Updating the organizational chart and ensuring timely submission of documents.
• Organizing meetings, training activities, and other HR events, including logistical arrangements.
• Assisting with the organization of the Mission’s filing system according to IOM guidelines.
• Supporting the administrative processing of vacancy notices and applications.
• Preparing HR reports and maintaining staff and non-staff lists.
• Responding to general inquiries regarding HR policies and procedures.
• Coordinating with the Occupational Health Unit on medical clearances and monitoring drivers’ medical examinations. 1
• Updating WAVE HR modules for payroll staff and non-payroll staff. 1
• Performing other duties as assigned by the supervisor.

Required Qualifications:
The required qualifications for the Human Resources Assistant position include a High School diploma with four years of relevant experience, or a Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field with two years of relevant professional experience. Candidates must have proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook. Experience with SAP or ORACLE is considered a distinct advantage. Attention to detail, organizational skills, discretion, and a client-oriented approach are essential for this role.

Educational Background:
Candidates must possess a High School diploma or a Bachelor’s degree in a relevant field such as Human Resources, Business Administration, or Psychology. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that the educational background meets international standards.

Experience:
Candidates should have prior work experience with international humanitarian organizations, non-governmental organizations, or government institutions in a multicultural setting. Previous experience in Human Resources or Administration is advantageous, as it provides the necessary background for understanding the complexities of HR functions within an international organization.

Languages:
Fluency in English and Ukrainian is mandatory for this position. Knowledge of IOM’s official languages, which include English, French, and Spanish, is beneficial and may be evaluated during the selection process through written and/or oral assessments.

Additional Notes:
The position is subject to local recruitment, and only candidates holding a valid residence and work permit for Ukraine will be considered. The appointment will be contingent upon medical fitness certification, verification of residency, visa, and government authorizations where applicable. The selection process may be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar roles for a period of 24 months. IOM maintains a zero-tolerance policy on conduct that is incompatible with its aims and objectives, including discrimination and harassment. IOM does not charge any fees during the recruitment process and only accepts applications submitted through its online recruitment system.