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. It is the leading UN agency in the field of migration, working closely with governmental, intergovernmental, and non-governmental partners. IOM's mission is to promote humane and orderly migration for the benefit of all, saving lives and protecting people on the move. The organization drives solutions to displacement and facilitates pathways for regular migration while providing services and advice to governments and migrants. IOM is committed to fostering a respectful, inclusive, and supportive workplace where all employees can thrive professionally and feel valued. The organization operates in numerous countries around the world, employing a diverse workforce dedicated to addressing the challenges and opportunities of migration.

Job Overview:
The Human Resources Associate position at IOM involves supporting the delivery and implementation of Human Resources (HR) functions primarily in Italy and Malta. The role requires the individual to assist in coordinating recruitment processes, which includes providing guidance to hiring managers on the preparation of Post Descriptions, drafting and posting Vacancy Notices, screening and shortlisting applications, and participating in interview panels. The HR Associate will also be responsible for pre-employment activities such as preparing Entry on Duty documentation, coordinating medical exams, and supporting the delivery of induction sessions. The position demands attention to detail and accuracy in maintaining HR data and documentation, ensuring compliance with IOM regulations and procedures. The HR Associate will also assist in monitoring performance evaluations and provide information to staff regarding their entitlements and responsibilities. The role is integral to improving HR processes and ensuring a smooth operational flow within the HR unit.

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

• Supporting the recruitment process by guiding hiring managers in preparing Post Descriptions, drafting and posting Vacancy Notices, screening applications, and participating in interview panels.
• Assisting in pre-employment activities, including preparing Entry on Duty documentation, coordinating medical exams, and arranging induction sessions.
• Maintaining data consistency and accuracy in the HR system, verifying eligibility for allowances, and monitoring contractual situations.
• Preparing documentation for personnel actions such as separations, promotions, and disciplinary cases, and coordinating with the Regional Office and HRM in Geneva.
• Drafting and reviewing routine correspondence and maintaining systematic archiving of HR documents.
• Monitoring compliance with performance evaluations and providing technical guidance to staff.
• Responding to inquiries from staff and identifying areas for improvement in HR processes.
• Providing guidance and training to new or junior staff members in the HR unit.

Required Qualifications:
Candidates must possess a Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field with three years of relevant professional experience, or a High School diploma with five years of relevant experience. Proficiency in Microsoft Office applications is required, and experience with SAP or ORACLE is an advantage. Candidates should have experience in human resources management, maintaining personnel records, and working with HR information systems. Prior work experience with international humanitarian organizations or in a multi-cultural setting is also beneficial. Skills such as attention to detail, problem-solving, effective communication, and knowledge of IOM HR policies are essential for this role.

Educational Background:
The educational background required for the Human Resources Associate position includes a Bachelor’s degree in Human Resources, Business Administration, Psychology, or a related field from an accredited university. Alternatively, candidates with a High School diploma and five years of relevant experience may also apply. The educational institutions must be recognized in the UNESCO World Higher Education Database, ensuring that the qualifications meet international standards.

Experience:
The position requires candidates to have three years of relevant professional experience if they hold a Bachelor’s degree, or five years of relevant experience if they have a High School diploma. Experience in human resources management, personnel administration, and maintaining HR documentation is crucial. Familiarity with HR information systems and prior work experience in international humanitarian organizations or government institutions is highly advantageous. Candidates should demonstrate proficiency in Microsoft Office applications and have a strong understanding of HR processes and regulations.

Languages:
Fluency in English and Italian is mandatory for this position, both oral and written. All IOM staff members are required to be fluent in one of the IOM's official languages, which include English, French, and Spanish. Proficiency in additional languages may be considered an asset during the selection process, which may include assessments of language skills.

Additional Notes:
The position is subject to funding confirmation and may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible for appointment in a similar position for a period of 24 months. The appointment will be contingent upon certification of medical fitness, accreditation, and compliance with residency or visa requirements. IOM has a zero-tolerance policy regarding conduct incompatible with the aims and objectives of the United Nations, including discrimination and harassment. The organization does not charge any fees during the recruitment process and only accepts applications submitted through the IOM e-Recruitment system.