Senior Human Resources Assistant International Organization for Migration Experience: 3 to 5 Years Cairo, Egypt Apply By: 11-11-2024

Job Description

Applications are welcome from internal and external candidates. 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, internal candidates are considered first-tier candidates.

Context

Under the overall supervision of the Chief of Mission (CoM) in Cairo and direct supervision of the National Human Resources Officer and, in collaboration with relevant units at Headquarters and the Administrative Centres, the successful candidate will be responsible and accountable for providing necessary support to the human resources functions in IOM Cairo. In particular s/he will be responsible for:

Responsibilities

• Participate in evaluation of staffing needs in the office and assist in coordination of recruitment processes in the national and international categories, including but not limited to, providing guidance to hiring managers on preparation of hiring documents and reviewing Terms of Reference and HR recruitment forms before presenting to management for signatures, drafting and posting Vacancy Notice/Special Vacancy Notice, 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 coordinate 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 Health Insurance Medical Service (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.
• Perform assigned role(s) in PRISM HR, monitor  data consistency and accuracy in the HR system and guide the HR team according to the findings;  maintain and verify 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 and coordinate prompt actions; generate, edit and review reports. Perform PA role actions like contract extensions and personnel actions and generate related documentation.
• Monitor attendance and leave administration; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM.
• Carry-out and monitor a wide range of Human Resource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.
• Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; 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.
• Monitor compliance with the Performance Appraisal System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
• Plan and coordinate the organization of Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records. Participate in assessments of staff training and development needs.
• Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard and more complex inquiries and refer the most sensitive ones as appropriate.
• 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. Provides comments on interpretation
• Participate in inter-agency Human Resources related working groups as assigned.
• Provide guidance and training to and coordinate and monitor work of new/junior staff in the unit.
• Assist and backstop the functions of the HR Officer while absent or on duty.
• Perform other related duties as assigned.

Qualifications

Education

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

Experience

• Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP is a distinct advantage.
• Proven experience in leading teams, including the ability to motivate, mentor, and manage staff to achieve organizational goals.
• Work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
• Experience in drafting professional letters and official documents in Arabic.
• Familiarity with HR best practices, labor laws, and organizational policies.
• Experience in onboarding new employees.

Skills

• Ability to prioritize tasks, meet deadlines, and manage time efficiently in a fast-paced environment.
• Attention to detail, ability to organize paperwork in a methodical way.
• Discreet, details and clients-oriented, patient and willingness to learn new things.
• Strong ability to build relationships with employees and maintain positive communication in sensitive situations.
• Ability to maintain HR databases and ensure data integrity.
• Strong leadership skills with the ability to direct teams.

Languages

• For this position, fluency in English and Arabic is required (oral and written).
• IOM’s official languages are English, French and Spanish.
• Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

Source: https://fa-evlj-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1001/job/12135