VN/026/016 Senior Human Resources Associate, Jakarta

Job Description

Reference No.              : VN/2026/016
Position Title               : Senior Human Resources Associate
Duty Station                 : Jakarta
Organization Unit       : Resources Management Unit
Classification                : G-7
Type of Appointment : One Year Fixed Term (OYFT)
Report to                      :  Head of Resources Management
Estimated Start Date   : As soon as possible
Closing Date                  : 28 May 2026

Established in 1951, the International Organization for Migration (IOM) is a related organization of the United Nations (UN), and as the leading UN agency 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.

Operational in Indonesia for more than 40 years, IOM Indonesia is working on a wide range of activities in partnership with the Government of Indonesia, civil society, private sector actors, migrants and communities. IOM Indonesia is engaged in several thematic areas, including: Counter-Trafficking (CT), Labour Migration and Social Inclusion (LMSI), Disasters, Climate and Resilience (DCR), Immigration and Border Governance (IBG), Refugee Care, Migration Health, Migration Governance and Resettlement and Voluntary Returns.

The Resources Management Unit contributes to monitoring and supporting the budgetary financial, human resources and other administrative functions of the mission to ensure high-quality, effective and efficient resources management for the Country Office.

Under the direct supervision of the Head of Resources Management and the overall supervision of the Chief of Mission (COM),  in close coordination with the Regional Office (RO) for Asia and the Pacific, the Department of Human Resources Management at Headquarters (HQ), the Manila Administrative Centre (MAC), and the Global Shared Services (GSS), the Senior Human Resources Associate will be responsible for coordinating and supporting the human resources management functions of Indonesia Country Office and Sub-Offices and for providing guidance and support to staff members on Human Resources matters.

 

Responsibilities

1.    Assist in coordinating and monitoring the Human Resources management functions in the mission in accordance with the organization’s policies, procedures and practices. 
2.    Participate in evaluation of staffing needs in the office and coordinate recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening and shortlisting applications, drafting interview protocols, taking part in interview panels as assigned, drafting candidates assessment forms, preparing job offers.  
3.    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 Medical Services on medical clearance, coordinate enrollment in insurance plans as appropriate, coordinate and deliver induction sessions, arrange for security briefings, etc.  
4.    Perform assigned role(s) in the organizational HR system; monitor consistency and accuracy of data; verify eligibility for allowances and other benefits; monitor and follow-up on contractual situation and entitlements, and coordinate prompt actions, review and ensure correctness of payroll and other reports, contract extensions, personnel actions and other related documentation.
5.    Monitor attendance and leave administration; analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in the system. 
6.    Carry-out, coordinate 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. 
7.    Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and provide guidance in updating organigram, organizational unit / position title and reporting lines, review  routine correspondence, letters, certifications, etc.; create and maintain a systematic way to archive Human Resources documents (electronic and hard copies). Provide guidance and ensure orderly maintenance of 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. 
8.    Monitor compliance with the performance evaluation process and follow-up with staff and supervisors as needed; facilitate compliance by providing technical guidance on the use of the system.
9.    Plan and coordinate the organization of Human Resource 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. 
10.    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 
11.    Provide information to managers and staff in respect of rights, responsibilities, code of conduct and difficulties associated with work and entitlements; evaluate causes of problems or constraints and propose solutions; analyze and make recommendations for atypical or unprecedented situations involving interpretation of Human Resources policies. Identify, analyze and resolve diverse issues/problems as they arise and suggest appropriate actions. 
12.    Evaluate and recommend improvements to current Human Resources procedures; participate in discussions on new/revised procedures and practices and assess the impact of changes and make recommendations
13.    Handle all enquiries on Human Resources matters; provide explanations to staff entitlements and Human Resources policies, rules and regulations.
14.    Participate in inter-agency Human Resources related working groups as assigned.
15.    Guide, coordinate and supervise the work of staff in the unit. 
16.    Perform other related duties as assigned

Qualifications

Required Qualifications and Experience

Education

• High school diploma with seven years of relevant experience; or,

• Bachelor’s degree in Human Resources, Business Administration, Psychology or related field from an accredited academic institution with five years of relevant professional experience.

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

Experience

• Experience in all areas of human resources administration including recruitment, personnel administration, and other HR operations and processes; 
• Experience in Enterprise Resource Planning system is a distinct advantage;
• Discreet, detail oriented, and client focused, with up to date knowledge of relevant developments and policy pronouncements; and

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

  
   

Skills

• Ability to supervise personnel effectively and communicate respectfully and sensitively in multicultural environments;
• Ability to collaborate professionally with internal and external partners, including other UN entities, universities, and government counterparts;
• Demonstrated ability to act independently and exercise sound judgment;
•  Ability to work under pressure; 
• Demonstrated ability to prepare clear and concise report; and
• Knowledge of WAVE Oracle highly desirable
•  

Languages
 

All IOM staff members in all categories are required to be fluent in one of the IOM's official languages (English, French, Spanish).

For this position, fluency in English and Bahasa Indonesia is required (oral and written).

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 2

• 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 2, if 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

Please refer to this link for guidance on IOM Job Category.

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.

Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, security clearances.

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 e-Recruitment system (for internal candidates link here). The online tool also allows candidates to track the status of their application.

No late applications will be accepted. Only shortlisted candidates will be contacted.

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

Required Skills

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