Under the overall supervision of the Deputy Regional Director for Management and the direct supervision of the Regional HR Business Partner for Middle East & North Africa; and, in collaboration with relevant units at Headquarters and the Administrative Centers, the Regional Human Resource Associate will undergo the following tasks.
Responsibilities:
Assist the Regional Office in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Position Description/Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice/Call for applications on WAVE; screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates’ assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc.
Carry-out and support the Regional HR Business Partner in the pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Medical Services on medical clearance, coordinate enrolment in insurance plans as appropriate, support the coordination and delivery of induction sessions, arrangement for security briefing, etc.
Perform and support the Regional HR Business Partner with assigned role(s) in WAVE, paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate prompt actions and generate reports, contract extensions, personnel actions and other related documentation.
Perform and support the Regional HR Business Partner the role of Timekeeper; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyze leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in the system.
Carry-out and support the Regional HR business Partner with a wide range of Human Resources actions, including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc. and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.
Prepare all reports on personnel matters for the Regional Office; and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; open and update personal files, create and maintain a systematic way to archive Human Resources documents (electronic and hard copies). Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
Assist the Regional HR Business Partner in 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 Human Resources events including staff development and training activities in coordination with the relevant units at HQ and maintain updated records for the Regional Office in MENA
Provide information to staff members in the Regional Office for MENA on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer to the most sensitive/complex ones.
Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office. Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices.
Monitor compliance with the Performance Appraisal System and follow-up with staff and supervisors as needed; facilitate compliance by providing technical guidance on the use of the system.
Participate in inter-agency Human Resources related working groups as assigned.
Provide guidance and training to new/junior staff in the unit
Perform other related duties as assigned.
Education:
High school diploma with five years of relevant experience.
Bachelor’s degree in Human Resources, Business Administration, Psychology or related field from an accredited academic institution with three years of relevant professional experience.
Work Experience:
Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage.
Attention to detail, ability to organize paperwork in a methodical way.
Discreet, details and clients-oriented, patient and willingness to learn new things.
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Skills:
Ability to prepare clear and concise reports.
Familiarity with the UN common system or similar systems is an advantage;.
A high degree of computer literacy is required; good knowledge of MS Office suite and PRISM is essential.
Languages:
IOM’s official languages are English, French, and Spanish.
For this position, fluency in Arabic and English is required (oral and written).
