VN2025/006 - Expedited Recruitment - Regional Human Resources Associate

Vienna

Organization: IOM - International Organization for Migration
Location: Vienna
Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Human Resources
- Administrative support
Closing Date:

Job Description

This is an expedited recruitment process open only to internal candidates and former IOM staff members who were separated in the last 12 months due to the structural adjustment process. This process is not open to external candidates; their applications will not be considered.

Under the overall supervision of the Deputy Regional Director, Management (DRD-M) and direct supervision of the Regional Human Resources Business Partner (HRBP), the candidate will support the human resources administration of the Regional Office in Vienna (RO Vienna) and the human resources functions of the Country Offices (COs) within the Europe and Central Asia (ECA) region as well as the Regional Office HR functions.

Responsibilities

Assist COs in coordination of recruitment processes and provide support in the RO on preparation of Position Description or Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening and shortlisting applications, supporting hiring managers in 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 and employment activities such as preparation and coordination of Entry on Duty (EOD) medical exams and follow-up with Medical Services on medical clearance, coordinate enrollment in insurance plans as appropriate, support the coordination and delivery of induction sessions, arrangement for security briefing, preparation of residency permit application process, 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; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate prompt actions and generate reports, contract extensions, personnel actions and other related documentation.
Perform the role of Timekeeper; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in the system.
Carry-out a wide range of Human Resources actions, including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc. and coordinate with the Administrative Centers and Human Resource Management in Geneva as appropriate.
Prepare reports upon request and submit timely to concerned parties, certifications, etc.; open and update personal files, create and maintain a systematic way to archive Human Resources documents (electronic and hard copies). Update and maintain electronic and physical archiving systems of personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
Assist in monitoring compliance with the performance evaluation process (PAS) and follow-up with CO’s, staff and supervisors as needed; facilitate compliance by providing technical guidance on the use of the system.
Organize Human Resources events including staff development and training activities in coordination with the relevant units at HQ and maintain updated records.
Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer to the most sensitive/complex ones.
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.
Follow up on the Regional’s completion of mandatory training through extracting reports from IOM learning tools and share the findings with HRFPs of COs.
Provide guidance and induction training to new/junior staff.
Perform other related duties as assigned.

Qualifications

Education

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

Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

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.

Skills

Strong interpersonal & intercultural skills.
Excellent computer skills, especially in MS Office.

Languages

For this position, fluency in English is required (oral and written).
Working knowledge of any other language of the region is an advantage.

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.

Required Competencies

IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.

Values - all IOM staff members must abide by and demonstrate these five values:

Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
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.
Courage: Demonstrates willingness to take a stand on issues of importance.
Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.

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 actions and delegated work.
Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.

Managerial Competencies – behavioural indicators (Level 1) (applicable only if position is with direct reports)

Leadership: Provides a clear sense of direction, leads by example and demonstrates the ability to carry out the Organization’s vision. Assists others to realize and develop their leadership and professional potential.
Empowering others: Creates an enabling environment where staff can contribute their best and develop their potential.
Building Trust: Promotes shared values and creates an atmosphere of trust and honesty.
Strategic thinking and vision: Works strategically to realize the Organization’s goals and communicates a clear strategic direction.
Humility: Leads with humility and shows openness to acknowledging own shortcomings.

Notes

Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
This selection process may be used to staff similar positions in various duty stations. Recommended candidates will remain eligible to be appointed in a similar position for a period of 24 months.
This post is subject to local recruitment. Only those holding a valid residence and work permit for the country where this position is based will be eligible for consideration.
Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
IOM has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and IOM, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities.
IOM does not charge a fee at any stage of its recruitment process (application, interview, processing, training or other fee). IOM does not request any information related to bank accounts.
IOM only accepts duly completed applications submitted through the IOM online recruitment system. The online tool also allows candidates to track the status of their application.
Only shortlisted candidates will be contacted.
This is an expedited recruitment process open only to internal candidates and former IOM staff members who were separated in the last 12 months due to the structural adjustment process. This process is not open to external candidates; their applications will not be considered.

For further information and other job postings, you are welcome to visit our website: IOM Careers and Job Vacancies

Required Skills

Job info

Contract Type: Fixed-term (1 year with possibility of extension)
Vacancy Type: Vacancy Notice
Recruiting Type: General Service
Grade: G-5

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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