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 include 173 member states and offices in over 100 countries, making it a leading organization in the field of migration management. IOM's mission is to promote humane and orderly migration for the benefit of all, ensuring that migration is safe, orderly, and dignified. The organization works to provide support in various areas including humanitarian assistance, development, and policy advocacy, focusing on the needs of migrants and displaced persons.

Job Overview:
The Human Resources Assistant will play a crucial role in managing the resources management functions within the IOM Office in Sana’a. This position involves supporting recruitment processes by coordinating the publication of vacancy notices, sorting applications, arranging interviews, and preparing necessary documentation. The successful candidate will also oversee payroll processes for non-staff and hourly contracted workers, ensuring accurate and timely payments while maintaining compliance with IOM regulations. Additionally, the role includes managing contract renewals, conducting pre-employment activities, and maintaining HR systems with a focus on data accuracy. The HR Assistant will also support various HR functions such as separation processes, training activities, and respond to inquiries regarding HR policies. This position requires a proactive approach to problem-solving and a commitment to maintaining high standards of professionalism and confidentiality.

Duties and Responsibilities:

• Coordinate recruitment processes including publication of vacancy notices, sorting applications, and arranging interviews.
• Oversee payroll processes for non-staff and hourly contracted workers, ensuring accurate calculations and timely payments.
• Manage contract renewal processes, tracking end dates and preparing updated contracts.
• Conduct pre-employment activities including preparation of Entry On Duty documentation and coordination of medical exams.
• Maintain HR systems, ensuring data consistency and accuracy, and generate necessary reports.
• Act as Time-keeper in HR systems, managing leave quotas and responding to inquiries regarding leave administration.
• Support separation, classification, and promotion processes by collecting documentation and drafting forms.
• Update and maintain electronic and physical archiving systems for personnel and recruitment files.
• Draft employment certificates, notices, and reports, and support the organization of HR events. 1
• Respond to general inquiries regarding HR policies and procedures, providing guidance as needed.

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. Proficiency in Microsoft Office applications is essential, and experience with SAP is a distinct advantage. Candidates should demonstrate attention to detail, organizational skills, and the ability to handle sensitive information with discretion. Previous work experience with international humanitarian organizations or government institutions in a multicultural setting is preferred.

Educational Background:
A High School diploma is required, with a preference for candidates holding a Bachelor’s degree in relevant fields such as Human Resources, Business Administration, or Psychology. Accredited universities recognized by the UNESCO World Higher Education Database are preferred for degree qualifications.

Experience:
The position requires either 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 HR functions, familiarity with HR systems, and prior work in international humanitarian organizations are highly valued.

Languages:
Fluency in both English and Arabic is mandatory, with proficiency in written and oral communication in both languages. Knowledge of additional languages such as French or Spanish is considered an asset, as IOM operates in multiple languages and may require language skills for specific tasks.

Additional Notes:
This position is subject to local recruitment, and only candidates holding a valid residence and work permit for Yemen will be considered. The appointment is contingent upon medical fitness certification and verification of residency and visa requirements. The selection process may be used to fill similar positions in various duty stations, and recommended candidates will remain eligible for appointment in similar roles for a period of 24 months. IOM maintains a zero-tolerance policy regarding misconduct and does not charge fees at any stage of the recruitment process.