Human Resources Associate

Job Posting Organization:
The International Organization for Migration (IOM) was established in 1951 and is a related organization of the United Nations system. It is the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners to promote humane and orderly migration for the benefit of all. The IOM saves lives and protects the rights of migrants, contributes to finding solutions to population displacement, and facilitates regular migration pathways while providing services and advice to governments and migrants. The IOM is committed to fostering a respectful, inclusive, and supportive work environment where all staff can thrive professionally and feel valued. By promoting such an environment, the IOM aims to better leverage the potential of migration and enhance its support for displaced persons. The IOM encourages applications from individuals from diverse backgrounds and provides reasonable accommodations throughout the recruitment process when necessary. Internal and external applications are welcome, and qualified candidates from the first level are considered before those from the second level during the selection process. For this vacancy notice, internal candidates and those considered as internal candidates, as well as external candidates, are regarded as first-level candidates.

Job Overview:
The Human Resources Associate will work under the general supervision of the Resources Management Officer in Senegal and the direct supervision of the Human Resources Officer. The associate will be responsible for coordinating human resources functions at the IOM Country Office in Senegal. This includes supporting the coordination of recruitment processes by providing guidance to hiring managers on preparing terms of reference, drafting and publishing vacancy notices, shortlisting and selecting candidates, writing interview protocols, preparing and administering written tests, participating in interview panels as needed, drafting candidate evaluation forms, conducting reference checks, preparing job offers, and managing the recruitment mailbox. The associate will also lead and coordinate pre-employment activities such as preparing entry-on-duty documents and collecting supporting documents, coordinating medical examinations, and following up with medical services for obtaining medical clearance, coordinating insurance enrollment as necessary, supporting orientation sessions, and organizing security" style="border-bottom: 1px dotted #007bff !important;">security briefings. The role also involves ensuring assigned roles in the organization's HR system, paying attention to data consistency and accuracy, entering and maintaining data based on approvals and supporting documents, verifying eligibility for benefits and entitlements, tracking contractual status and rights, taking timely actions, and generating reports, contract extensions, personnel administrative actions, and other related documents. The associate will act as a Timekeeper, tracking, updating, and reconciling leave balances based on supporting documents, generating, modifying, and analyzing leave reports, responding to inquiries regarding leave administration, and guiding staff through the request and approval process in the system. Additionally, the associate will carry out a wide range of HR-related actions, including preparing documentation related to separations, classifications, reclassifications, promotions, disciplinary files, etc., and ensuring coordination with the regional office, administrative centers, and HR management in Geneva as necessary. The associate will prepare all personnel-related reports and submit them timely to relevant parties, draft and review routine correspondence, letters, certificates, etc., open and update individual files, create and maintain a systematic method of archiving HR documents (both electronic and paper), and update and maintain the electronic and physical filing systems of the unit, including personnel files with all supporting documents, recruitment files, HR policies, regulations, directives, and manuals, internal controls, etc. The associate will contribute to monitoring compliance with the performance evaluation process and follow up with staff and supervisors as needed, facilitate compliance by providing technical guidance on the use of the system, organize HR-related events, including staff development and training activities in coordination with relevant units at Headquarters, and keep records up to date. The associate will provide staff with information on their rights and responsibilities in accordance with IOM regulations, instructions, and procedures, respond to routine inquiries, and refer more sensitive or complex questions to the appropriate individuals. The associate will identify areas for improvement and bring them to the supervisor's attention, provide contributions for new procedures to complement or adapt existing procedures considering the specific needs of the office, and contribute to the analysis and resolution of sensitive cases by gathering background information, preparing summaries, and sharing best practices. The associate may participate in inter-agency HR working groups as needed, provide guidance and training to new staff members and junior staff in the unit, and perform any other related tasks that may be assigned.

Duties and Responsibilities:

• Coordinate recruitment processes by providing guidance to hiring managers on preparing terms of reference, drafting and publishing vacancy notices, shortlisting and selecting candidates, writing interview protocols, preparing and administering written tests, participating in interview panels, drafting candidate evaluation forms, conducting reference checks, preparing job offers, and managing the recruitment mailbox.
• Lead and coordinate pre-employment activities such as preparing entry-on-duty documents and collecting supporting documents, coordinating medical examinations, and following up with medical services for obtaining medical clearance, coordinating insurance enrollment as necessary, supporting orientation sessions, and organizing security briefings.
• Ensure assigned roles in the organization's HR system, paying attention to data consistency and accuracy, entering and maintaining data based on approvals and supporting documents, verifying eligibility for benefits and entitlements, tracking contractual status and rights, taking timely actions, and generating reports, contract extensions, personnel administrative actions, and other related documents.
• Act as a Timekeeper, tracking, updating, and reconciling leave balances based on supporting documents, generating, modifying, and analyzing leave reports, responding to inquiries regarding leave administration, and guiding staff through the request and approval process in the system.
• Carry out a wide range of HR-related actions, including preparing documentation related to separations, classifications, reclassifications, promotions, disciplinary files, etc., and ensuring coordination with the regional office, administrative centers, and HR management in Geneva as necessary.
• Prepare all personnel-related reports and submit them timely to relevant parties, draft and review routine correspondence, letters, certificates, etc., open and update individual files, create and maintain a systematic method of archiving HR documents (both electronic and paper), and update and maintain the electronic and physical filing systems of the unit, including personnel files with all supporting documents, recruitment files, HR policies, regulations, directives, and manuals, internal controls, etc.
• Contribute to monitoring compliance with the performance evaluation process and follow up with staff and supervisors as needed, facilitate compliance by providing technical guidance on the use of the system.
• Organize HR-related events, including staff development and training activities in coordination with relevant units at Headquarters, and keep records up to date.
• Provide staff with information on their rights and responsibilities in accordance with IOM regulations, instructions, and procedures, respond to routine inquiries, and refer more sensitive or complex questions to the appropriate individuals. 1
• Identify areas for improvement and bring them to the supervisor's attention, provide contributions for new procedures to complement or adapt existing procedures considering the specific needs of the office, and contribute to the analysis and resolution of sensitive cases by gathering background information, preparing summaries, and sharing best practices. 1
• Participate in inter-agency HR working groups as needed, provide guidance and training to new staff members and junior staff in the unit, and perform any other related tasks that may be assigned.

Required Qualifications:

• Secondary 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, including Word, Excel, PowerPoint, email, and Outlook; prior experience with SAP is a distinct advantage.
• Attention to detail and ability to organize documents methodically; discretion, customer service orientation, patience, and willingness to learn new things.
• Previous professional experience with international humanitarian organizations, non-governmental organizations, or governmental institutions in a multicultural environment is an advantage.
• Good knowledge of administrative policies, procedures, and processes related to human resources.
• Strong organizational, communication, and interpersonal skills.
• Proficiency in Microsoft Office applications and HR information systems.
• Ability to ensure accuracy, confidentiality, and attention to detail.
• Ability to prioritize, meet deadlines, and work effectively in a multicultural environment. 1
• Ability to provide administrative support and guidance on routine HR-related matters.

Educational Background:

• Secondary 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, including Word, Excel, PowerPoint, email, and Outlook; prior experience with SAP is a distinct advantage.

Experience:
The position requires a minimum of three years of relevant professional experience for candidates with a Bachelor’s degree or five years for those with a secondary school diploma. Experience in international humanitarian organizations, non-governmental organizations, or governmental institutions in a multicultural environment is highly desirable. Proficiency in Microsoft Office applications is essential, and familiarity with SAP is a significant advantage. The candidate should demonstrate attention to detail, organizational skills, and the ability to work effectively in a team-oriented environment.

Languages:
All IOM staff members, regardless of their category, must have a perfect command of one of the official languages of the Organization (English, French, or Spanish). For this position, proficiency in French, both oral and written, is required. Practical knowledge of English and local languages is considered an asset. The required language proficiency will be specifically assessed during the selection process, which may include written and/or oral tests.

Additional Notes:
The job offer is subject to the confirmation of funding. This selection process may be used to fill similar positions in different duty stations. Recommended candidates will remain eligible for appointment to a similar position for a period of 24 months. The appointment will be subject to the candidate's medical fitness certification, required accreditation, compliance with residency or visa requirements, and obtaining necessary security clearances. The IOM applies a zero-tolerance policy regarding any behavior incompatible with the aims and objectives of the United Nations and the IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority, and any form of discrimination based on gender, nationality, age, race, sexual orientation, ethnic or religious origin, or disability. The IOM does not charge any fees at any stage of the recruitment process (application, interview, processing, training, or any other fees). The IOM does not request any information related to candidates' bank accounts. The IOM only accepts duly completed applications submitted through the IOM e-Recruitment online system (for internal candidates, please refer to the corresponding link). This online tool also allows candidates to track the status of their application. No applications received after the deadline will be considered. Only shortlisted candidates will be contacted. For more information and to view other vacancy notices, please visit the IOM Careers and Job Vacancies website.