HR Assistant

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

Under the overall supervision of the Resource Management Officer and direct supervision of the Sr. HR Assistant, the successful candidate will be responsible and accountable for managing the resources management functions in the IOM Philippines Country Office.

Support recruitment processes in the office by coordinating the publication of Vacancy Notice/Special Vacancy Notice, receiving, and sorting applications, arranging interviews and tests, preparing all the required documentation and materials, sending communications to candidates, contacting previous employers for reference checks and any other related activity as assigned.

Carry-out pre-employment activities such as preparation of Entry On Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams, follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearances, coordination of orientation sessions, arrangement for security briefing and medical examinations, inclusion in insurance plans as appropriate, creation of personal file, etc.

Support separation, classification, reclassification and promotion processes by collecting necessary documentation, drafting forms, making basic calculations, obtaining approvals and coordinating with relevant units in the Regional Office and Administrative Centers. 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.

Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.

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.

Perform other related duties as assigned.

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 1 • 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.

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; and,

Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

The Philippine archipelago is geographically located between latitude (approximately) 4o23'N and 21o25'N and longitude (approximately) 112oE and 127oE. It is composed of 7,107 islands, with a land area of 299,764 sq. kilometres. Its length measures 1,850 kilometres, starting from the point near the southern tip of Taiwan and ending close to northern Borneo. Its breadth is about 965 kilometres. The Philippine coastline adds up to 17,500 km. Three prominent bodies of water surround the archipelago: The Pacific Ocean on the east, the South China Sea on the west and north, and the Celebes Sea on the south. This position accounts for much of the variations in geographic, climatic and vegetational conditions in the country The Philippines is a unique country and IOM is a unique (humanitarian) operation. It provides for an interesting and enriching environment, but also requires a mature level of cultural awareness, as well as more stamina and commitment than elsewhere to make life comfortable and affordable. Therefore, flexibility and the ability and willingness to live and work in harsh and potentially hazardous conditions, involving physical hardship and little comfort, are essential.