International Organization For Migration (IOM)

Human Resources Officer (Operations Support Unit)

International Organization For Migration (IOM)

Job Description

Position Title : Human Resources Officer (Operations Support Unit) Duty Station : Manila, Philippines Classification : Professional Staff, Grade P3 Type of Appointment : Fixed term, one year with possibility of extension Estimated Start Date : As soon as possible

Closing Date : 15 February 2021

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, works closely with governmental, intergovernmental and non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the benefit of all. It does so by providing services and advice to governments and migrants. IOM is committed to a diverse and inclusive work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

For the purpose of this vacancy, the following are considered first-tier candidates:
  1. Internal candidates
  2. Candidates from the following non-represented member states:
Antigua and Barbuda; Botswana; Cabo Verde; Comoros; Cook Islands; Cuba; Fiji; Gabon; Guinea-Bissau; Guyana; Holy See; Iceland; Kingdom of Eswatini; Kiribati; Lao People's Democratic Republic (the); Latvia; Luxembourg; Marshall Islands; Micronesia (Federated States of); Montenegro; Namibia; Nauru; Palau; Saint Kitts and Nevis; Saint Lucia; Saint Vincent and the Grenadines; Samoa; Sao Tome and Principe; Seychelles; Solomon Islands; Suriname; The Bahamas; Timor-Leste; Tonga; Tuvalu; Vanuatu Second tier candidates include:** All external candidates, except candidates from non-represented member states.

Context:

Under the direct supervision of the Chief, Human Resources Operations and Administrative Services and in close coordination and consultation with relevant units within the Human Resources Management Division (HRM) at Headquarters (HQ), Manila Human Resources Operations (MHRO), Human Resources Advisory Services (HRAS) in Panama City as well as the Information and Communications Technology (ICT) Division, the successful candidate will be the technical Analyst responsible for supporting an integrated approach to global HR automation, data management and analytics, reporting, business processes and compliance in line with IOM policy issuances, rules and regulations.

S/he will take a lead role in the establishment of standards for quality control and quality assurance of HR transactions, automated validations, operations and data.

S/he will lead the development and automation of standard global HR processes with the aim to optimise efficiency and effectiveness of global HR operations and service delivery. Specifically, s/he will be responsible for requirements gathering, process Analysis and testing related to the Organisation’s Enterprise Resource Planning tool (ERP) and other systems, and will serve as the liaison between HRM (all locations) and ICT to ensure the fulfilment of business requirements of IOM operations considering business needs both in the Country Offices and Headquarters.

Core Functions / Responsibilities:

  1. Develop and implement strategic work plans to strengthen, enhance and adopt internal controls for central HR operations.
  2. Analyse and monitor HR data and services to ensure that quality and standards are met in accordance with set policies, procedures, standards and requirements; Advise on corrective action when necessary.
  3. Analyse and gather HR business functional requirements, identify gaps and duplication, suggest new functionality and improvements to increase efficiencies, cost-effectiveness and ensure optimum utilisation of HR services.
  4. Design new or improve existing system solutions for HR business functional requirements in consultation with relevant technical and development teams; Support functional, development and technical teams during solution development, and monitor and report on progress; Identify potential risks associated with solution development and enhancement projects and identify appropriate mitigation measures.
  5. Establish global reporting standards including the coordination of reporting functionalities in HR systems and the strategic use of data; Define dashboards on key HR Key Performance Indicators (KPIs) for compliance monitoring and improvement, quality control and quality assurance; Follow the development lifecycle: compile specifications, design and test the development of all reports.
  6. Develop and deliver knowledge management tools and training for HR staff to preserve/enhance institutional knowledge and know-how. Assess effectiveness of trainings and update as required. Maintain strong interaction with User Support and Change Management Teams to identify learning gaps or recurrent user support issues from end-users with the objective of improving users' knowledge, plan and provide trainings.
  7. Oversee the implementation of the position management activities in the relevant ERP module in close coordination with HRM HQ.
  8. Manage the technical elements of IOM’s Performance Management system, troubleshoot technical issues, and participate in system reviews; Troubleshoot end-user issues as necessary and perform assigned User Support activities.
  9. Participate in the preparation and implementation of system updates and releases; lead the change management activities for all HR related system enhancements and/or modifications. Lead the development and periodic update of Standard Operating Procedures (SOPs), guidelines, manuals and process flows of HR operational activities.
  10. Develop and implement systems for continuous compliance monitoring and improvement, including quality control and quality assurance of central HR operations. Participate in data migration and cut-over activities for compiling and cleansing the master data ensuring its quality and validating result of upload activities when applicable.
  11. Monitor and manage the performance of the Operations Support Unit (OSU), including productivity targets and objective setting; develop and implement training plans to enhance the capacity of the OSU staff. Provide coaching and development activities as needed.
  12. Liaise and follow-up with relevant organisational units on HR related matters in coordination with HRM, MHRO and HRAS.
  13. Perform such other duties as may be assigned.
Required Qualifications and Experience:

Education

• Master’s degree in Information Systems, Human Resources, Business Administration or a related field from an accredited academic institution with five years of relevant professional experience; or • University degree in the above fields with seven years of relevant professional experience.

Experience

• Experience in Human Resources Management in an international organization, non-government or government institutions / organisation in a multi-cultural setting is an advantage.

• Experience with ERP implementation and management, including troubleshooting and aligning software functionalities to HR policies and processes; knowledge of systems analysis and design techniques, testing and documentation standards.

• Experience in HR operations, more specifically in data management, quality control and quality assurance.

• UN Field experience an advantage.

Skills

• Excellent communications skills, both oral and written.

• Ability to analyse HR policies and processes and establish business requirements for system configuration.

• Knowledge of the Microsoft Office Suite.

• Knowledge of Human Resources Management functions and principles.

• Knowledge of UN HR rules and policies is an asset.

Languages

IOM’s official languages are English, French, and Spanish.

For this position, fluency in English is required (oral and written). Working knowledge of French or Spanish is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Notes

Accredited Universities are the ones listed in the UNESCO World Higher Education Database (https://whed.net/home.php).

Required Competencies:

Values - all IOM staff members must abide by and demonstrate these three values: • Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible.

Integrity and transparency: maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.

Professionalism: demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.

Core Competencies – behavioural indicators level 2 • Teamwork: develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.

Delivering results: produces and delivers quality results in a service-oriented and timely manner; is action oriented and committed to achieving agreed outcomes.

Managing and sharing knowledge: continuously seeks to learn, share knowledge and innovate.

Accountability: takes ownership for achieving the Organization’s priorities and assumes responsibility for own action and delegated work.

Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators level 2 • Leadership: provides a clear sense of direction, leads by example and demonstrates the ability to carry out the organization’s vision; assists others to realize and develop their potential.

Empowering others & building trust: creates an atmosphere of trust and an enabling environment where staff can contribute their best and develop their potential.

Strategic thinking and vision: works strategically to realize the Organization’s goals and communicates a clear strategic direction.

Competencies will be assessed during a competency-based interview.

Other:

Internationally recruited professional staff are required to be mobile.

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

This selection process may be used to staff similar positions in various duty stations. Recommended candidates endorsed by the Appointments and Postings Board will remain eligible to be appointed in a similar position for a period of 24 months.

The list of NMS countries above includes all IOM Member States which are non-represented in the Professional Category of staff members. For this staff category, candidates who are nationals of the duty station’s country cannot be considered eligible.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No late applications will be accepted.

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