Organisation Internationale pour les Migrations recrute un Senior Admin HR Assistant

Organisation Internationale pour les Migrations recrute

Senior Admin HR Assistant

Type of Appointment: Special Short Term for 6 months, renewable
Estimated Start Date: As soon as possible
Closing Date: 23 March 2016
Reference Code: VA-TN 2016-007
Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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.
Context:
Under the direct supervision of the Chief of Mission, in close coordination with the Senior Resource Management Assistant, the Administrative and Human Resources Assistant will be responsible and accountable for providing necessary support to human resources / administrative functions of IOM Tunis mission.
Core Functions / Responsibilities:
 Assist in all administrative/HR matters to ensure smooth running of the office and respond to HR queries.
 Ensure that recruitments and personnel administration are carried out in all departments on a timely basis, fully compliant with the rules and regulations of the Organization and in adherence to the policies and procedures, including;
 Prepare vacancy notices , source candidates, review and pre-selects applications, make appointments, coordinate/participate in interviews, assist in drafting ToRs and prepare reports for CoM for final decision; Ensure complete pre-employment formalities including reference checks and medical clearances
 Responsible for the establishment, maintenance, update and management of personnel files for national and international staff, consultants and interns;
 Responsible for collecting the necessary documents and requesting visas for international staff from MoFA;
 Provide briefings and advice to staff at all levels on IOM rules and regulations, employment conditions, entitlements and standard operating procedures, including briefings to new staff and departing staff.
 In coordination with COM, and in full compliance with IOM rules and regulations, ensure timely planning of new employment contracts, contract extensions, promotions, separations and staff entitlements on PRISM HR
 Arrange for the employees’ Entry on Duty Medical Examination following up with PAC regarding their medical clearance as well as the completion of the medical forms for the admission to IOM medical service plan;
 Coordinate with HR colleagues in IOM Manila (MHRO), IOM Panama (PAC), and the Regional Office with regards to relevant HR matters and staffing issues as SLWOP, reclassification, dismissal and separation/termination;
 Prepare Payment Requests, with the relevant documents for interns and consultants fees
 Participate in the monthly staff payroll in coordination with Finance Unit on a timely basis by processing all HR related benefits and entitlements;
 Ensure complete separation clearance documentations and formalities are followed; communicate to concerned units with regard to return of IOM assets/property, clearance of outstanding charges and prepare necessary documents for separation clearance.
 Produce reports as requested, to be submitted in a timely manner (e.g. PEF monthly report, MSP report, UNDSS report).
 In close coordination with CoM, prepares and updates the organisation’s organigram.
 Act as the HR focal point for staff evaluation system (SES).
 Develop and maintain proper filling system of Travel Authorizations (TA) in accordance to IOM requirements
 Monitor attendance and ensure data are properly administered in the IOM internal software.
 Regularly maintain all structural information and personnel data in SAP-HR (OM, PA, Time and Attendance).
 Draft correspondence, Notes Verbales, interoffice circulars and general briefing notes;
 Assist in analyzing and resolving HR issues/complaints in the mission through fact based information and best practice sharing
 Perform such other duties as may be assigned
Expected results
 With initiative and judgment produces organized, accurate and well documented records with well analyzed data and addresses unforeseen situations seeking advice and guidance from supervisor as necessary.
 Handle confidential matters with discretion.
 Handle administrative and support needs of the office effectively.
 Notes and materials provided to manager are complete and well organized.
 May supervise or assign work to staff in lower grades
Required Competencies:
Behavioral:
 Accepts and gives constructive criticism
 Follows all relevant procedures, process and policies
 Meets deadline, cost and quality requirements for outputs
 Establishes and maintains effective working relationships with clients.
 Demonstrates interest in improving relevant skills.
 Actively shares relevant information.
 Clearly communicates and listens to feedback on changing priorities and procedures.
 Proactively develops new ways to resolve problems.
 Provides constructive feedback to colleagues.
 Sets clear and achievable goals consistent with agreed priorities for self and others.
 Masters subject matter relate to responsibilities.
 Knowledgeable about and promotes IOM core mandate and migration solutions.
 Actively contributes to an effective, collegial and agreeable team environment.
 Takes joint responsibility for team’s work.
 Proactively identifies and advocates for cost-efficient technology solutions.
 Establishes realistic resource requirements to meet IOM needs.
Technical:
 Adapts best Human Resources practices to the requirements of IOM to facilitate the achievement of strategic objectives
 Effectively applies knowledge of relevant Human Resources theories and practices, and recognizes their application within existing IOM processes
 Delivers Human Resources solutions customized to the needs of IOM
 Proven computer skills
 Proficiency in MS Office package and accounting software
 Knowledge of SAP is an advantage
Required Qualifications:
Education & Experience:
 University Graduate with background working experience in Admin/Finance and/or Human Resources.
 Six years work experience, with previous working experience in other international organizations (IOM, UN etc) being an advantage.
 Proven ability to draft rapidly and concisely
 Effective organizational skills and ability to establish priorities and plans, ability to work under pressure and cope with deadlines.
 Good written and spoken communications skills, good interpersonal skills, ability to work in a multi-cultural environment
Languages: Fluency in Arabic, French and English