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, providing humanitarian assistance, and supporting the development of migration policies that respect human rights.

Job Overview:
The Human Resources Assistant will play a crucial role in supporting the recruitment processes within the organization. This position involves assisting hiring managers in preparing Terms of Reference, drafting and posting Vacancy Notices, screening applications, and participating in interview panels. The role also encompasses coordinating pre-employment activities, such as preparing Entry on Duty documentation, managing medical exams, and facilitating induction sessions. The assistant will be responsible for maintaining data accuracy in the HR system, providing guidance on entitlements, and managing non-staff categories, including consultants and interns. The position requires a proactive approach to identifying areas for improvement in HR processes and providing training to new staff members.

Duties and Responsibilities:
The Human Resources Assistant will be responsible for a wide range of duties, including but not limited to: coordinating recruitment processes by providing guidance to hiring managers, drafting and posting job vacancies, screening applications, and preparing interview protocols. The assistant will also conduct reference checks, prepare job offers, and manage the recruitment mailbox. Additionally, the role involves coordinating pre-employment activities, such as medical exams and insurance enrollment, and supporting the delivery of induction sessions. The assistant will maintain personnel records, ensure data consistency in the HR system, and generate reports as needed. Furthermore, the assistant will assist in administering non-staff categories, prepare documentation for separations and promotions, and maintain tracking tools for HR processes. The role requires drafting routine correspondence and maintaining both electronic and physical archiving systems for HR documents.

Required Qualifications:
Candidates must possess a High School diploma with five years of relevant experience, or a Bachelor’s Degree from an accredited institution in fields such as Social Sciences, Humanitarian Disciplines, International Development, or Business Administration, along with at least three years of professional work experience. Experience with international humanitarian organizations or government institutions in a multicultural setting is advantageous. Proficiency in Microsoft Office applications is essential, and familiarity with SAP or Oracle is a distinct advantage. Candidates should demonstrate attention to detail, organizational skills, and a client-oriented approach.

Educational Background:
The educational background required for this position includes a High School diploma with five years of relevant experience or a Bachelor’s Degree from an accredited academic institution. The preferred fields of study include Social Sciences, Humanitarian Disciplines, International Development, or Business Administration. Accredited universities are those listed in the UNESCO World Higher Education Database, ensuring that candidates have received a recognized and quality education.

Experience:
The position requires prior work experience of at least three years in a professional setting, preferably within international humanitarian organizations, non-governmental organizations, or government institutions. Experience in a multicultural environment is highly valued, as it demonstrates the ability to work effectively with diverse teams and stakeholders. Familiarity with HR processes and systems is essential for success in this role.

Languages:
Fluency in English and Ukrainian is required for this position, both oral and written. Proficiency in additional languages, particularly French and Spanish, is considered an asset. Language skills will be evaluated during the selection process, which may include written and oral assessments to ensure candidates meet the communication requirements of the role.

Additional Notes:
This position is subject to local recruitment, meaning only candidates holding a valid residence and work permit for Ukraine will be considered. The appointment is contingent upon medical fitness certification, verification of residency, and necessary government authorizations. IOM adheres to a zero-tolerance policy regarding conduct that contradicts the organization's objectives, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through the IOM online recruitment system. Candidates are encouraged to visit the IOM Careers website for further information and job postings.