Open to Internal and External Applicants. Type of Appointment Fixed term, One Year with possibility of extension

Transcription

1 Open to Internal and External Applicants Position Title Personnel Administrator Organizational Unit Personnel Administration Support Unit Duty Station Manila (Global) Administrative Centre Classification General Service Staff/G5 Type of Appointment Fixed term, One Year with possibility of extension Closing Date 12 December 2018 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. CONTEXT: Under the general supervision of the Chief, HR Operations and Admin Services and the direct supervision of the Head, Personnel Administration Unit, the successful candidate will be responsible for the personnel administration of IOM Officials worldwide as well as employees in the Headquarters in Geneva. CORE FUNCTIONS / RESPONSIBILITIES: 1. Staff Administration Responsible for all the administrative formalities for Officials and HQ employees involving, but not limited to the following major areas: a) Hiring b) Rehiring c) Staff Contracts (appointments, extensions and change in contract types) d) Transfer e) Promotion f) Separation g) Benefits and Entitlements Plan and manage the administrative formalities of the various personnel movements (whether short or fixed term). Calculate applicable compensation package according to proposed grade/step. Prepare summary of emoluments. Coordinate EOD International Organization for Migration (IOM) - Manila Administrative Centre Tower 6789 Ayala Avenue, Makati City 1206, Philippines Tel: Fax: hrmanila@iom.int Internet:

2 (Entry on duty) date, taking into account the personal concerns which staff member may be encountering and thus anticipating problems. Instruct future staff members on the different administrative requirements prior to confirmation of contract. Oversee and ensure timely carrying-out by the different service units of the requirements such as medical clearance, travel bookings, security clearance and visa obtainment. Handle personal requirements of staff members (living arrangements for family in case of assignment to hazardous duty station, calculation of rent entitlements, among others). Ensure all Official/ employee movements are fully coordinated with Senior Officials, COM s or RR s, Supervisors, RMO s as well as with different departments such as Budget, Health and Insurance, Staff Travel and Security. Administer, update and maintain IOM s Human Resources information system- PRISM- entries and ensure its completeness and accuracy. Control and authorize entitlements in accordance with policies and/or best HR practices. Identify, analyze and recommend solutions to personnel problems by adapting practices and policies in order to meet new requirements of the Organization resulting from its diversification. This implies the conciliation of donor requirements, client needs and IOM s operational/administrative imperatives. Equity and transparency in the application of Staff Regulations and Rules ensuring that a high quality, timely and accurate service is provided to clients and partners. Communicate with Officials/Employees at own initiative to maintain a harmonious working relationship. Recommend solutions to situational HR concerns affecting Officials/ Associate Experts/ Employees at own initiative. Provide briefings to international staff, experts, and HQ employees on HR procedures and requirements with respect to entitlements, conditions of service and administrative procedures such as submission of claims, issuance of travel applications and authorizations, monitoring of attendance records, salary and social security entitlements, explanation of IOM structure, payment and other requirements relating to HR and payroll. Ensure accurate staff database. 2. Payroll Prepare and verify the Organization s monthly payroll in order to ensure timely payment of salaries. Register any changes (salaries, allowances, status, entitlements, etc.) by obtaining data from different sources. Checking accuracy, reflecting and subsequently verifying the proper recording of such changes in the system. Screen payroll for bulk changes (e.g. new salary scales, advancement within grade, etc.). Verify, check and review monthly payroll journal before final run Authorize 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, short term salaries, benefits such as educational grants, rental subsidy, medical insurance premium among others. 3. SAP PRISM PRISM is IOM s system for the administration of the Organization s Human Resources Page 2 / 5

3 and Payroll Systems. It has been adapted to cater the complex UN system in general and the IOM requirements in particular. Administer, update and maintain PRISM entries and ensure its completeness and accuracy. Collaborate with PRISM Team in addressing problems encountered in the HR system and ensure resolution thereof. Provide user and super-user training to IOM staff and HR focal point in IOM missions on PRISM functionalities when required. 4. Policy Formulation Updates Identify issues that need to be addressed through changes to rules, policies and procedures. Identify, analyze and recommend solutions to personnel problems by adapting best HR practices and policies in order to meet new requirements of the Organization resulting from its diversification. This implies the conciliation of donor requirements, client needs and IOM's operational/administrative imperatives. Ensure that HRM in HQ is kept informed of issues requiring action in Geneva, in coordination with the Head, HR Operations. 5. Advisory Services Assist on matters relating to benefits and entitlements. Fostering and supporting partnerships with internal and external stakeholders by briefing and advising clients, staff, colleagues and partners of the rules and regulations and the interpretation thereof to achieve the following results: a) accurate and complete submission of claims on entitlements; b) comprehensive HR strategy including benefits and entitlements management; c) consistent approach in compliance with Staff Regulations and Rules; d) HR policies and guidelines relating to Benefits and Entitlements are reviewed and revised as necessary. 6. Other duties Provide assistance and guidance as HR Agent to SES concerns of officials and HQ employees when required. Prepare presentations and briefings regarding HR issues as required. Perform other duties as required by the Head of HR Operations. Provide support to the Chief-HR Operations for specific assignments. REQUIRED QUALIFICATIONS AND EXPERIENCE: EDUCATION University degree in Human Resources Management, Industrial Relations, Behavioural and Development Studies, Public or Business Administration, Psychology or any related field from an accredited academic institution, with three years relevant professional experience in in office administration, human resources, and general personnel administration; or Page 3 / 5

4 Completed High School degree from an accredited academic institution, with five years of relevant professional experience. EXPERIENCE Thorough knowledge of and experience in personnel and records administration, payroll systems and procedures, and salary calculations; Knowledge of IOM/UN financial policies and Staff Rules and Regulations; Ability to write clearly and concisely; High level of computer literacy; experience with HR IT systems and applications, an advantage. LANGUAGES Fluency in English is required. Working knowledge of French and/or Spanish an advantage. REQUIRED COMPETENCIES: VALUES Inclusion and respect for diversity: respects and promotes individual and cultural differences; encourages diversity and inclusion wherever possible. 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. 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 action and delegated work. Communication: encourages and contributes to clear and open communication; explains complex matters in an informative, inspiring and motivational way. HOW TO APPLY: Interested candidates are invited to submit their applications via PRISM, IOM e-recruitment system, by 12 December 2018 at the latest, referring to this advertisement. For further information, please refer to: Page 4 / 5

5 In order for an application to be considered valid, IOM only accepts online profiles duly completed. Only shortlisted candidates will be contacted. You can track the progress of your application on your personal application page in the IOM e-recruitment system. Posting period: From to Requisition: VN 070/2018_Personnel Administrator_MHRO-PASU_G-5_OYFT ( ) Released Posting Channel: For Internal and External Candidates Date Created: WBS: OS.0040.PH Page 5 / 5