Human Resources and Administrative Associate

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. The organization aims to promote humane and orderly migration for the benefit of all, focusing on the well-being of migrants and their communities. IOM's mission includes providing humanitarian assistance, facilitating migration, and supporting governments in managing migration effectively and responsibly.

Job Overview:
The Human Resources and Administrative Associate position at IOM Washington DC is a critical role that supports the HR unit in various administrative and human resources functions. The successful candidate will work under the direct supervision of the Senior HR Associate and the general supervision of the National HR Officer. The role involves coordinating recruitment processes, managing pre-employment activities, maintaining HR data in PRISM/ORACLE, and ensuring compliance with HR policies and regulations. The associate will also be responsible for payroll processing, staff development events, and providing guidance to staff on their entitlements and responsibilities. This position requires a proactive approach to problem-solving and a commitment to maintaining high standards of service delivery in a fast-paced environment.

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

• Assisting in the coordination of recruitment processes, including drafting and posting vacancy notices, screening applications, and conducting interviews.
• Managing pre-employment activities such as preparing Entry On Duty documentation, coordinating medical exams, and facilitating induction sessions.
• Maintaining HR data in PRISM/ORACLE, ensuring accuracy and consistency, and generating reports related to personnel actions and entitlements.
• Acting as Timekeeper in PRISM/ORACLE, monitoring leave quotas, and responding to inquiries regarding leave administration.
• Preparing documentation for staff separations, promotions, and disciplinary cases, and coordinating with relevant offices.
• Organizing HR events and training activities, and maintaining updated records.
• Providing information to staff regarding their entitlements and responsibilities, and addressing inquiries.
• Assisting in payroll processing and ensuring accuracy of payments and deductions.
• Participating in inter-agency HR working groups and providing guidance to junior staff. 1
• Handling communication with local authorities regarding administrative matters and unemployment queries. 1
• Coordinating insurance claims and managing local insurance policies. 1
• Performing general administrative tasks such as managing correspondence, coordinating meetings, and processing travel authorizations.

Required Qualifications:
The required qualifications for the Human Resources and Administrative Associate position include:

• 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 (Word, Excel, PowerPoint, Outlook) and familiarity with SAP/ORACLE is an advantage.
• Strong attention to detail, organizational skills, and the ability to manage multiple tasks effectively.
• Excellent communication skills, both oral and written, with the ability to interact professionally with diverse stakeholders.
• Competency in HR software and tools, along with strong research and analytical skills.
• Ability to work independently with minimal supervision and manage conflict resolution effectively.

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, accompanied by three years of relevant professional experience. This educational background is essential to ensure that the candidate has the foundational knowledge and skills necessary to perform the duties of the position effectively.

Experience:
The position requires prior work experience with international humanitarian organizations, non-governmental organizations, or government institutions in a multicultural setting. This experience is crucial as it provides the candidate with an understanding of the complexities and challenges associated with human resources management in diverse environments. A background in handling HR functions, particularly in recruitment, payroll processing, and compliance with HR policies, is highly desirable.

Languages:
Fluency in English is required for all applicants, both oral and written. This proficiency is essential for effective communication within the organization and with external stakeholders. While no additional languages are specified as desirable, proficiency in other languages may be considered an asset in this role.

Additional Notes:
This position is classified as Grade G5 and is a full-time appointment under a SST Graded Contract for a duration of six months. It is open exclusively to US citizens and residents, as work visas or authorizations are not permitted. The estimated start date for the successful candidate is as soon as possible, and the monthly salary for this position is $5,508.3

• The role involves a significant level of responsibility and requires a commitment to the values and competencies upheld by IOM, including integrity, professionalism, and respect for diversity.