Sr. HR Assistant VN 2023 007

  • Location:
  • Salary:
  • Job type:
  • Posted:
    2 weeks 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 overall supervision of the Chief of Mission and the direct supervision of the Resource Management Officer, the successful candidate will be responsible for providing support in the full implementation of HR administrative activities, programs and initiatives of the Organization and in ensuring consistent application of policies and procedures in compliance with the Unified Staff Rules and Regulations (USRR). S/he will provide overall Human Resources support for Country Office Philippines, in line with IOM policies, standards and commitments.

Core Functions / Responsibilities

Recruitment, Selection and Placement for VN’s, SVN’s, Direct Recruitment in the General Service Category

  • Train, guide, and supervise the HR Assistants in providing clerical support in the overall recruitment requirements of the Country Office.
  • Ensure Request for Hiring form and requirements completion such as Post Description (PD), resignation letter (if applicable) submitted by the requesting unit and secure signature completion of the form prior to posting of vacancy announcement.
  • Prepare relevant documentation for establishing graded positions and coordinate with PAC for rating/classification.
  • Prepare, publish, and post vacancy announcements for General Service Staff and National Officers in various relevant recruitment and cost-effective medias for the Country Office.
  • Schedule and contact shortlisted candidates for interview and/or exam. Assist in organizing and conducting interviews and administer written technical exams.
  • Carry out reference checks.
  • Review the finalization of relevant candidate’s assessment such as Interview Protocols, Recruitment Template for One-Year Fixed Term Vacancy Notices (VN’s) and/or HR Action Form (HRAF) for Short-Term Vacancy Notices (SVN’s) and Direct Recruitment. Ensure that requesting unit submit all recruitment documentation for further processing.
  • Facilitate job offer discussion to final candidate. Issue list of requirements and schedule medical examination. Ensure Occupational Health Unit (OHU) Manila medical clearance compliance and coordinate Entry on Duty (EOD) and send Letter of Appointment to final candidate.

Provide expert support in the hiring and selection process of non-staff (daily/hourly, OJT/interns, and consultants)

  • Monitor and update the recruitment tracking table for VN, SVN, Direct Recruitment in coordination with the Resource Management Officer
  • Prepare REC monthly report and other related reports.
  • Coordinate annual training reports and training to Staff Development and Learning (SDL) Unit.
  • Consolidate, review, and endorse applications received via HR recruitment mailbox
  • Monitor the talent pool mailbox and answer general inquiries from candidates and recruitment related queries from staff members
  • Act as focal point for maintaining and updating the HR Recruitment mailbox and databases

Perform the following additional recruitment tasks, specifically:

  • Conduct new staff member orientation.
  • Coordinate promotion calculation and send to the Panama Administrative Centre (PAC).
  • Coordinate with the hiring unit and the regional office the requirements checking, and coordination with PAC for request on reclassification of positions.

Personnel Administration

a)   Act as the time and attendance manager of the office.

  • Prepare the reports on overtime and record it in PRISM HR and ensure accurate payment.
  • Monitor and reconcile leave applications in the system against absence quota, work schedule and attendance records to ensure data accuracy.
  • Act as system approver for leave application of Country Office Philippines staff in the Universal WorkList – Family Emergency Leave and Certified Sick Leave. Advise staff members of their used Uncertified Sick Leave (USL).
  • In coordination with the Resource Management Officer, process Special Leave Without Pay (SLWOP) and Home-Based Work
  • Monitor and inform employees of the available compensatory leave balance and advise them on its usage.
  • Discuss policy with staff members pertaining to leave accrual.
  • Monitor and inform employees and supervisors of the available year-end annual leave balances of staff in the unit.
  • Responsible for data entries or adjustments in PRISM HR for the current month’s payroll.
    • Address queries related to data entries and resolve payroll issues in consultation with PRISM Helpdesk, Business Analysts, Accounts Unit, and MHRO Payroll Support Unit.
  • Process Short-Term Allowance (STA) and Interim Allowance for payroll inclusion.
  • Provide briefings to local staff and international staff (if applicable) on HR procedures and requirements with respect to entitlements, conditions of service and administrative procedures.
  • Coordinate payments and instruct Payroll/Treasury by detailing amount due and modalities of payment as well as their time frames.
  • Calculate summary of emoluments, new take home pay, cost estimates to IOM, interim allowances, and benefits such as medical insurance premium.

b)   Benefits Administration

  • Update data of staff members in SAP HR as indicated in their latest Family Status Form and other documents submitted.
  • Respond to inquiries related to entitlements of Country Office Philippines staff.
  • Ensure that the administration of the MSP and Family Allowances is accurate and complete. And facilitate the enrolment process.

c)   PRISM – HR / SES

  • Act as HR agent for Staff Evaluation System and assist in monitoring compliance.
  • Coordinate with respective Unit heads for staff performance improvement plan.
  • Create or change OM data (organizational structure and reporting lines) as required.
  • Coordinate with PAC on the calculation and payment of SCS.
  • Address inquiries related to payment of Terminal Emoluments (TE).
  • Generate PA including but not limited to Hiring, Re-hiring, Staff Contracts, SLWOP, Separation, AWG, etc. 

Perform other related tasks that may be assigned from time to time.

  • University degree in Human Resource Management, Business or Public Administration, Behavioural and Developmental Studies, Psychology, Social Science, or any related field from an accredited academic institution, with at least four years of relevant professional experience; or
  • Completed High School degree from an accredited academic institution, with at least six years of relevant professional experience.
  • Work experience from the UN System or in international/multicultural environment an advantage.


  • High level of computer literacy; experience with HR IT systems and applications especially SAP an advantage.

English and French are the working languages of the UN Secretariat. For this position, fluency in English and Filipino (oral and written) is required. Working knowledge of any Filipino regional languages 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
  • Proactively seeks responsibility in delivering towards the goals of the Organization.
  • Plans and organizes work with a clear and deliberate focus, ensuring commitments are easily identified and progress is widely communicated.
  • Stands by the actions of team or department, publicly accepting ownership.
  • Takes responsibility of own shortcomings and those of the work unit, where applicable.
  • Speaks and writes clearly and effectively.
  • Seeks to share information with others, with due respect for diversity and the confidentiality of specific sensitive information.
  • Listens and seeks to understand without bias, and responds appropriately.
  • Shares information and keeps others up to date; actively seeks others’ views and ideas and respects their contribution.
Managing and sharing knowledge
  • Disseminates and shares knowledge openly and actively contributes to knowledge/network communities for topics relevant to area of expertise.
  • Encourages knowledge-sharing across units/departments and ensures that knowledge is captured, recorded and disseminated appropriately.
  • Builds networks for the effective communication and exchange of knowledge and ideas and puts others into contact with various sources of knowledge.
  • Contributes to an environment that is conducive to innovation and learning.
  • Fosters a sense of team spirit by developing a shared understanding, accountability and enthusiasm for the team’s work.
  • Displays a high level of cultural awareness, sensitivity to different ways of working and leverages individual strengths in order to build a better team.
  • Shares credit for team accomplishments and ensures that the contribution of others is recognized.
  • Helps create a positive team spirit, putting aside personal considerations to help the team achieve its goals.
Delivering results
  • Produces high-quality results and workable solutions that meet clients’ needs.
  • Anticipates constraints, identifies solutions and takes responsibility for addressing critical situations.
  • Monitors own and others’ work in a systematic and effective way, ensuring required resources and outputs.
  • Aligns projects with Organization’s mission and objectives and demonstrates a good understanding of the impact of team’s and own work on external and internal counterparts.
Managerial Competencies
  • Assigns responsibilities fairly and manages performance, taking account of individual strengths, workloads and interests.
  • Is inclusive in decision-making and actively seeks feedback from team members and colleagues in order to identify opportunities for improvement.
  • Takes sound and timely managerial decisions that are consistent with the Organization’s vision and purpose.
  • Establishes and maintains relationships with a broad range of stakeholders to understand needs and gain support.
Empowering others & building trust
  • Delegates appropriately to make the most of others’ talents, clarifying expectations and allowing autonomy in important areas while providing necessary support.
  • Encourages others to take responsibility for their performance; promotes ownership, responsibility and accountability for desired results at all levels.
  • Creates an atmosphere of trust and confidence in which others can talk and act without fear of repercussion.
  • Gives proper credit to others, shows appreciation and rewards achievement and effort.
Strategic thinking & vision
  • Aligns own actions to the Organization’s vision, values and mandate.
  • Translates strategic direction into short and medium-term plans and objectives for own team; revises objectives to reflect changes in organizational goals.
  • Identifies key issues/priorities in complex situations and how they may be related to one another.
  • Clearly communicates links between the Organization’s strategy and the work unit’s goals.
How to apply

In order for an application to be considered valid, IOM will only accept applications which should include a cover letter (not more than one page), a résumé highlighting the required education and experience, and a duly completed IOM Personal History Form. To access the form, please visit this link (four pages).

Interested candidates are invited to submit their applications via not later than 14 March 2023. Position title and VN Number (VN 2023 007 – Senior HR Assistant) should be specified in the SUBJECT field.

Only shortlisted candidates will be contacted.


Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.

Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa, and authorizations by the concerned Government, where applicable.

Only candidates residing in either the country of the duty station or from a location in a neighbouring country that is within commuting distance of the duty station will be considered. In all cases, a prerequisite for taking up the position is legal residency in the country of the duty station, or in the neighbouring country located within commuting distance, and work permit, as applicable.

The position involves onsite and/or offsite work (or a combination of both). The working modality will be further discussed during the interviews if candidate is available to work on-site and/or offsite.