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 over 173 member states and operates in more than 100 countries worldwide. The organization is dedicated to promoting humane and orderly migration for the benefit of all, and it works to ensure that migration is safe, orderly, and dignified. IOM's mission includes providing humanitarian assistance, supporting the integration of migrants, and addressing the challenges of migration in a globalized world. With a diverse workforce of over 18,000 employees, IOM is committed to fostering an inclusive and respectful workplace that values diversity and promotes equal opportunities for all.

Job Overview:
The Human Resources Assistant will play a crucial role in supporting the recruitment processes within the IOM office. This position involves coordinating the publication of vacancy notices, sorting applications, arranging interviews, and preparing necessary documentation. The assistant will also handle pre-employment activities, including the preparation of Entry On Duty (EOD) documentation, coordination of medical exams, and orientation sessions for new hires. The role requires attention to detail and accuracy in maintaining data within the Wave HR system, monitoring contractual situations, and generating reports. Additionally, the assistant will support separation and promotion processes, maintain electronic and physical archiving systems, and respond to inquiries regarding HR policies. This position is integral to ensuring that the HR functions operate smoothly and efficiently, contributing to the overall mission of IOM.

Duties and Responsibilities:

• Coordinate the publication of Vacancy Notices and Special Vacancy Notices, and manage the application process by sorting applications and arranging interviews and tests.
• Prepare all required documentation and materials for recruitment, including communications to candidates and reference checks with previous employers.
• Carry out pre-employment activities such as preparing EOD documentation, coordinating medical exams, and managing health insurance clearances.
• Maintain data consistency and accuracy in Wave HR, inputting and updating information based on approvals and supporting documentation.
• Act as Time-keeper in Wave, managing leave quotas and generating leave-related reports.
• Support separation, classification, reclassification, and promotion processes by collecting documentation and coordinating with relevant units.
• Update and maintain electronic and physical archiving systems, ensuring all personnel and recruitment files are organized and complete.
• Draft employment certificates, notices, letters, and reports, and assist in the organization of HR meetings and training activities.
• Respond to general inquiries regarding HR policies and procedures, providing guidance and support as needed. 1
• Perform other related duties as assigned by the supervisor.

Required Qualifications:
Candidates must possess 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. Prior work experience with international humanitarian organizations or government institutions in a multicultural setting is highly advantageous. Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook, is required, and experience with Wave HR is a distinct advantage. The candidate should demonstrate attention to detail, organizational skills, discretion, and a client-oriented approach.

Educational Background:
A High School diploma is the minimum educational requirement for this position, although a Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field is preferred. The educational background should provide a solid foundation in human resources principles and practices, as well as an understanding of organizational behavior and management.

Experience:
The position requires a minimum of four years of relevant experience for candidates with a High School diploma, or two years of relevant professional experience for those with a Bachelor’s degree. Experience in a multicultural environment, particularly with international humanitarian organizations or government institutions, is highly valued. Candidates should demonstrate a proven track record of supporting HR functions and processes effectively.

Languages:
Fluency in English and Ukrainian is required for this position, both oral and written. Proficiency in additional languages may be considered an asset, enhancing communication capabilities within the diverse environment of IOM.

Additional Notes:
This position is full-time and may involve working in a dynamic and fast-paced environment. The role is based in Kyiv, Ukraine, and may require occasional travel for training or meetings. The IOM offers a competitive compensation package, including benefits such as health insurance, professional development opportunities, and a supportive work environment that values diversity and inclusion.