Асистент/-ка HR та адміністративних питань / HR and Administrative Assistant) – Міжнародна організація з міграції (МОМ), Представництво в Україні

Open to Internal and External Candidates

Position Title: HR and Administrative Assistant
Duty Station: Kyiv 
Classification: General Service Staff, Grade G4
Type of Appointment: Special Short-Term, Six months with possibility of extension
Estimated Start Date: As soon as possible
Closing Date: 29 September 2022 

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 environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.

Context: 

Under the general supervision of the Chief of Mission (CoM) and the Senior Resource Management Officer, and the direct supervision of the National Human Resources Officer, the incumbent will be responsible for HR and administrative tasks.

Core Functions / Responsibilities: 

1. Support facilitation of recruitment processes, including checking the shortlists, scheduling the interviews, arranging tests, communicating with candidates, contacting previous employers for reference checks and any other related activity as assigned.
2. Follow up with Occupational Health Unit in Manila (OHU) on Medical clearance and Medical Service Plan (MSP) admission for National staff and their dependents. Monitor and follow up on drivers’ Annual Medical Examinations and ensure that required tests are taken and coordinated with OHU Manila.
3. Assist in updating PRISM HR modules (Payroll, Personnel Administration, Organizational Management, Time Management) for staff of the Mission. Assist in maintaining the data in PRISM for payroll staff and non-payroll staff of the Mission.
4. Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
5. Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
6. Assist with organization of the Mission’s filing system, following IOM general guidelines.
7. Support with administrative processing of vacancy notices, short vacancy notices and call for applications.
8. Assist in the preparation of HR reports, staff and non-staff lists and other documents requested by the Mission, counterparts, and Regional Office.
9. Respond to general inquiries regarding Human Resources policies, instructions and procedures.
10. Perform such other duties as may be assigned.

Required Qualifications and Experience

Education 

• High School diploma with four years of relevant experience; or,
• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with two years of relevant professional experience.

Experience 

• Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage;
• Previous experience in Human Resources or Administration is an advantage.
• Discreet, details and clients-oriented, patient and willingness to learn new things
• 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;

Languages

Fluency in English and Ukrainian (oral and written). Russian is desirable.

The incumbent is expected to demonstrate the following values and competencies:

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

• 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.

Other

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

Appointment will be subject to certification that the candidate is medically fit for appointment and security clearances.

A prerequisite for taking up the position is legal residency in the country of the duty station and work permit, as applicable.

How to apply:

Interested candidates are invited to submit their applications filling in the IOM Personal History Form and sending to Відправити резюме [email protected] by 29 September 2022 the latest, referring to this advertisement in the subject line of your message.

Only shortlisted candidates will be contacted.

Posting period:

From 22.09.2022 to 29.09.2022