HR Assistant DR 028/2023

  • Location:
  • Salary:
  • Job type:
  • Posted:
    7 days ago
  • Category:
    Human Resources
  • Deadline:


Established in 1951, IOM is a Related Organization of the United Nations, and as the leading UN agency in the field of migration, 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.

IOM is committed to a diverse and inclusive work environment. Internal and external candidates are eligible to apply to this vacancy. For the purpose of the vacancy, internal candidates are considered as first-tier candidates.


Under the direct supervision of the Human Resources Officer (OSU) and the overall supervision of the Chief, Manila Human Resources Operations and Administrative Services (MHRO), the successful candidate will assist in the updates of the organizational structure in ERP system, aligned with the reporting lines and position description (functions and responsibilities) related to all staff members in the Professional category worldwide as well as General Service staff in Headquarters, taking special consideration in the Core Positions. The successful candidate will custody the PDs for the staff members in Professional category and produce relevant reports.

Core Functions / Responsibilities
  1. Focal point for the creation and maintenance of core positions and new positions for staff members in the Professional category worldwide and General Service in Switzerland.
  2. Update the organizational structure to include new Organizational Units and coordinate with ITC/PRISM to create duty stations after the relevant information and approvals are presented.
  3. Maintain an inventory/repository of the PDs for the staff members in Professional category and GS in Geneva, which are used for rotation exercises, in-grade transfers among other administrative processes.
  4. Serve as focal point for the update of common maintenance tables, including the consolidation of the reference data periodically published by organizations such as ICSC and UN OHRServe.
  5. Respond to general inquiries from numerous units in the organization including HQ, Regional Offices, Resources Management Offices and HR practitioners worldwide regarding processes, best practices, and trouble shooting related to the area of expertise (organizational structure, post description, etc.).
  6. Prepare and provide information for audits and HR investigations as needed.
  7. Create and deliver specialized presentations and trainings on HR related topics across the organization.
  8. Analyze data and prepare statistics, and reports related to the appropriate area of expertise, identifying errors and advising on solutions for MAC Director, HRM, MHRO, Regional Offices and others.
  9. Coordinate the maintenance of MHRO intranet page to ensure comprehensive and up-to-date content, conducting periodic spot check of the data, collecting information, updating and uploading organizational charts, staff directories, salary scales, etc. aiming to improve navigability and improvement in service to MHRO’s global clients.
  10. Alternate focal point for the Staff Evaluation process, when necessary, taking over the creation and/or deletion of forms, updating the reporting lines, download forms and process the compliance report.
  11. Support in the organization of workshops, seminars, regional and global retreats, trainings, etc., and provide comparative cost estimates and bids, budget support, undertake visits to potential location venues, create room set-up and the agenda/schedule programming, in coordination with SDL for approval.
  12. Provide support to on-going OSU projects and perform any other duties as may be assigned.
  • Bachelor’s Degree in Human Resources, Business Administration, Psychology or related field with three (3) years of relevant professional experience; or,
  • High School Diploma with five (5) years of experience.
  • Proficient in Microsoft Office applications (e.g., Word, Excel, PowerPoint, Email/Outlook).
  • Excellent verbal and written communication skills.
  • Ability to stay organized while balancing multiple priorities.
  • Working knowledge of HR processes, including maintenance of personnel records, organizational design, and reporting.
  • Experience with Human Resource Management Systems (HRMS) and previous work experience with SAP is a distinct advantage.
  • Experience creating and working with large data sets and capable to prepare statistical reports.
  • Previous work experience in an International Humanitarian Organization, non-government or government institutions/organization with a multi-cultural environment is an advantage.
  • Attention to detail, client-oriented, discreet, willing to learn new things and accept new challenges.

For this position, fluency in English is required. Knowledge of a second official UN language is desirable.

Inclusion & respect for diversity
  • Shows respect and sensitivity towards gender, culture, ethnicity, religion, sexual orientation, political conviction and other differences.
  • Encourages the inclusion of all team members and stakeholders while demonstrating the ability to work constructively with people with different backgrounds and orientations.
  • Promotes the benefits of diversity; values diverse points of view and demonstrate this in daily work and decision making.
  • Challenges prejudice, biases and intolerance in the workplace.
Integrity & transparency
  • Upholds and promotes the Standards of Conduct and Unified Staff Regulations and Rules.
  • Delivers on commitments; manages the organization’s resources reliably and sustainably.
  • Embraces and encourages transparency, balancing this with the need for discretion and confidentiality as appropriate.
  • Maintains impartiality and takes prompt action in cases of unprofessional or unethical behaviour.
  • Does not abuse one’s position and acts without consideration of personal gain. Is motivated by professional rather than personal concerns.
  • Demonstrates professional competence and mastery of subject matter and willingness to improve knowledge and skills.
  • Seeks to raise professional standards in self and others through daily work and activities.
  • Adapts quickly to change and is decisive and versatile in face of uncertainty.
  • Shows self-control and persistence when faced with difficult problems, and remains calm in stressful situations.
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
Core Competencies
  • Accepts personal responsibility for quality and timeliness of work.
  • Takes ownership of all responsibilities within own role and honours commitments to others and to the Organization.
  • Operates in compliance with organizational regulations and rules.
  • Accepts and gives constructive criticism; acknowledges and corrects mistakes and apply lessons learned for improvement.
  • Presents information using language and sequence of ideas that is easy for recipients to understand.
  • Adapts communication to the recipient’s needs, asks questions to clarify, and exhibits interest in having two-way communication.
  • Encourages others to share their views, using active listening to demonstrate openness and to build understanding of different perspectives.
  • Listens carefully and genuinely to the views and positions of others; acts on received information.
Managing and sharing knowledge
  • Keeps abreast of new developments in own field of competence and creates opportunities for knowledge management initiatives.
  • Shares knowledge and learning willingly, and proactively seeks to learn from the experiences of others.
  • Puts new learning into practice and draws on diverse sources of ideas and inspiration.
  • Contributes to the identification of improvements to work processes and assists in implementing them.
  • Establishes strong relationships with colleagues and partners; relates well to people at all levels.
  • Is fully aware of the team purpose, respects and understands individual and collective responsibilities.
  • Willingly puts in extra effort without being asked and adopts a “hands-on” approach whenever necessary to achieve team objectives.
  • Coordinates own work with that of the team to meet agreed priorities and deadlines.
Delivering results
  • Produces quality results and provides quality services to clients.
  • Meets goals and timelines for delivery of products or services.
  • Manages time and resources efficiently, monitoring progress and making adjustments as necessary.
  • Shows understanding of own role and responsibilities in relation to expected results.
How to apply

Interested applicants may send their applications to no later than 07 June 2023. VN Number and Position Title (DR 028/2023 – HR Assistant) should be specified in the SUBJECT field.

Applications must consist of a cover letter, a duly-accomplished IOM Personal History Form, and a résumé highlighting education and experience relative to the above qualifications.

IOM welcomes applicants from qualified individuals, irrespective of their race, religion, skin, color, nationality, age, disability status, ancestry, sex, sexual orientation, gender identity or expression, marital status, family structure, mental health status, or any other characteristic.

Only shortlisted candidates will be contacted.

Kindly note that this position is subject to funding availability.