Human Resources Assistant

Job Posting Organization:
The International Organization for Migration (IOM) is a leading intergovernmental organization that provides services and advice concerning migration to governments and migrants alike. Established in 1951, IOM has grown to include 173 member states and offices in over 100 countries, making it a key player in the global migration landscape. 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, providing humanitarian assistance, and supporting the development of migration policies that respect human rights.

Job Overview:
The Human Resources Assistant position is crucial for the effective management of human resources within the IOM Brazil Country Office. The role involves providing clerical assistance to ensure the smooth operation of HR processes and activities. The assistant will support recruitment efforts by managing vacancy announcements, coordinating interviews, and preparing necessary materials for candidate assessments. Additionally, the role requires maintaining accurate data within the organizational HR system, ensuring that personnel files are orderly, and assisting in the drafting and formatting of HR-related documents. The assistant will also help organize meetings and training events, handling logistical arrangements to facilitate these activities. Overall, the Human Resources Assistant will play a vital role in supporting the HR functions of the IOM, contributing to the organization's mission of promoting safe and orderly migration.

Duties and Responsibilities:

• Provide clerical assistance for the smooth running of Human Resources processes and activities in the office.
• Assist in recruitment processes, including circulation of vacancy announcements, interview arrangements, and preparation of materials for interviews and technical tests.
• Support reference checks and communication with candidates throughout the recruitment process.
• Perform assigned roles in the organizational HR system, ensuring data consistency and accuracy.
• Input and maintain HR data based on approvals and supporting documentation.
• Generate reports and other HR-related documentation as required.
• Maintain orderly personnel files, including instructions, bulletins, and other documents in both electronic and hard copy formats.
• Assist in drafting and formatting reports, letters, notes, and other HR-related correspondence.
• Support the organization of meetings, training activities, and other HR events by managing logistical arrangements. 1
• Perform other related duties as assigned by the supervisor.

Required Qualifications:

• High School diploma with three years of relevant experience; or a Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field with one year of relevant professional experience.
• Familiarity with security" style="border-bottom: 1px dotted #007bff !important;">Security and Staff Safety protocols.
• Ability to translate documents as needed.
• Knowledge of ERP Systems and proficiency in Microsoft Office applications (Word, Excel, PowerPoint, E-mail, Outlook).
• Attention to detail and ability to organize paperwork methodically.
• Discretion and a client-oriented approach, with patience and a willingness to learn new things.

Educational Background:
Candidates must possess at least a High School diploma, with a preference for those holding a Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that candidates have received a recognized and quality education relevant to the position.

Experience:
Candidates should have experience working in Human Resources, with a strong background in clerical work, general administration, and HR processes. Experience in handling sensitive documentation and communication is essential. Familiarity with conducting selection processes and assisting with office secretarial activities is also required. Prior work experience with international humanitarian organizations or government institutions in a multicultural setting is considered an advantage, as it demonstrates the ability to navigate diverse work environments and understand the complexities of international HR practices.

Languages:
Fluency in Portuguese is required for this position, both oral and written. Additionally, a working knowledge of English and Spanish is desirable, as IOM's official languages include English, French, and Spanish. Proficiency in these languages will be evaluated during the selection process, which may include written and/or oral assessments to ensure candidates can effectively communicate in the required languages.

Additional Notes:
This position is subject to local recruitment, meaning only candidates holding a valid residence and work permit for Brazil will be considered. The appointment will be contingent upon certification of medical fitness, verification of residency, visa, and necessary authorizations by the concerned government. IOM maintains a zero-tolerance policy regarding conduct that contradicts the organization's aims and objectives, including sexual exploitation and abuse, harassment, and discrimination. Furthermore, IOM does not charge any fees at any stage of the recruitment process and only accepts applications submitted through the IOM online recruitment system.