Under the overall supervision of the Human Resources Officer , the direct supervision of the National Human Resources Officer, and in close coordination with the the Regional Office for MENA in Cairo and the revelant units in Headquarters (HQ) and Administrative Centers, the Human Resources Associate will be responsible for supporting the Human Resources (HR) functions of the Country Office (CO).
Responsibilities:
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 Medical Services 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.
Perform assigned role(s) in the organizational HR system, paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; monitor and follow up on contractual situation and entitlements and generate reports and other HR-related documentation.
Perform the role of Timekeeper; maintain, update and reconcile leave quotas based on supporting documentation; generate and edit leave-related reports; respond to general questions concerning leave administration; guide staff on request and approval procedure in the system.
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, etc.; 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 arranging meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
Respond to general inquiries regarding Human Resources policies, instructions and procedures.
Perform other related duties as assigned.
Education:
High School diploma with four years of relevant experience.
Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with two years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.
Work Experience:
Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
Experience working with ERP systems (e.g., SAP, Oracle, PRISM, or similar) is an advatnage.
Experience with leave and time management systems.
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.
Familiarity with UN/international HR policies and processes such as classification, promotion, and contract management is an advantage.
Experience preparing HR reports and maintaining accurate and up-to-date HR records and filing systems (physical and digital).
Skills:
Attention to detail, ability to organize paperwork in a methodical way.
Discreet, details and clients-oriented, patient and willingness to learn new things.
Excellent organizational skills with the ability to manage multiple tasks and meet tight deadlines while maintaining accuracy and attention to detail.
Strong verbal and written communication skills; ability to draft clear and concise correspondence, reports, and documentation.
Capacity to build effective working relationships with staff at all levels and maintain confidentiality,
Languages:
Fluency in English and Arabic is required (oral and written).
IOM’s official languages are English, French and Spanish.
