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 Senior HR and Administrative Assistant Organizational Unit RMU-HR Support (Local) Unit Duty Station Manila (Global) Administrative Centre Classification General Service Staff/G6 Type of Appointment Fixed term, One Year with possibility of extension Closing Date 11 July 2018 THE POSTING HAS BEEN ALREADY CLOSED. PLEASE DO NOT APPLY. 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 overall supervision of the Resource Management Officer and the direct supervision of the Head, HR and Administrative Services, 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 be responsible for providing efficient and effective execution of services in all HR functional areas which include but are not limited to the following: Personnel Administration Team Supervision Staff Onboarding and Staff Development Employee Relations and Disciplinary Process Compensation and Benefits Administration and Payroll Verification Performance Management and Staff Evaluation System (SES) Administration HR Reporting, Quality Management and Compliance CORE FUNCTIONS / RESPONSIBILITIES: International Organization for Migration (IOM) - Manila Administrative Centre Tower 6789 Ayala Avenue, Makati City 1206, Philippines Tel: Fax: hrmanila@iom.int Internet:

2 Personnel Administration Team Supervision Assist in monitoring the daily operations of staff administration for all national staff members including but not limited to hiring, re-hiring, Staff Contracts (appointments, extensions and change in contract types), transfer, promotion, separation, benefits and entitlements. In line with the unit s overall goals, work with the HR Assistants Personnel Administration in establishing the objectives and in conducting performance evaluation. Organize and plan meetings for the MAC Local HR unit to ensure that service level of agreement are met and urgent matters are resolved. Provide training and development of HR Assistants Personnel Administration under supervision and update them on the changes or revisions made in the policies, instructions, guidelines, and standard procedures to ensure consistency in the interpretation and implementation. Staff Onboarding and Staff Development Collaborate with the Senior HR and Recruitment Assistant in the review and improvement of staff on-boarding and new hire orientation process. Assist in conducting induction programs that will help new staff members integrate with the Organization. Liaise with Head, HR and Administrative Services to analyse training needs and coordinate with SDL Unit implementation of trainings such as technical management, supervisory, interpersonal skills and other relevant staff development programmes to improve performance of staff members. Assist the Head, HR and Administrative Services, in organizing and coordinating training programs with SDL unit on Staff Evaluation System (SES), career development, interview guidelines and E-Rec profile creation. Monitor, organize and coordinate IOM Mandatory trainings including but not limited to PSEA, Standard of Conduct, I Know Gender, Ethics and Conduct at IOM: the values we share online training, Basic and Advance Security Training. Contribute to the creation of a roster of staff members qualified for short-term assignment (STA) / TDY for emergency response purposes. Employee Relations and Employee Disciplinary Process Advise staff on HR procedures and requirements with respect to entitlements, conditions of service and administrative procedures such as submission of claims, monitoring of attendance records, salary and social security entitlements. Assist in the development of staff recognition programs and workplace motivating activities to sustain harmonious and respectful working environment. Collaborate with Staff Association Committee (SAC) in organizing activities that will foster workplace camaraderie. In coordination with the Head, HR and Administrative Services, review the information/complaint about the erring staff submitted by the manager. Validate the information against HR records, employee records, USRR and other relevant policies. Page 2 / 5

3 Prepare a summary of the incident and provide observations or findings for the Head, HR and Administrative services evaluation. Schedule a separate meeting with the manager and the concerned staff member and take the minutes during the meeting. Respond to policy related issues escalated by HR Assistant Personnel Administration. Gather and analyze data, and make the necessary recommendation in coordination with the supervisor. Compensation and Benefits Administration and Payroll Verification Ensure that monthly payroll schedule is adhered to in order to guarantee that staff receive their pay on the appropriate pay date. Coordinate with MHRO-Payroll Unit and Manila Treasury Services (MTS) for smooth running of payroll processing and communicate any relevant changes. Monitor workflows to ensure payroll entries are recorded timely and accurately and review payroll-related reports. Provide and review necessary documents for implementing new salary scales and expected adjustment for all staff members. Process and coordinate requests for Interim allowance (IA), Short Term Assignment (STA) Allowance, Change in Salary of staff under special conditions as a result of change in terms of reference. Verify accuracy of calculation. Review the promotion calculation and submit to PAC - Human Resources Advisory Services for coordination. Prepare the necessary documents required for the granting of regular contract and submit to PAC - Human Resources Advisory Services for review. Performance Management and Staff Evaluation System (SES) Administration Act as the focal point for the Staff Evaluation System. Ensure that evaluations of all staff members including those under probationary are completed in a timely manner. Review SAP Organizational Management (OM) to ensure that SES reflects the correct and updated reporting line. Provide support in conducting training needs analysis and in preparing training plans by extracting data from SES and provide analysis of the gathered information in coordination with the supervisor. HR Reporting, Quality Management and Compliance Monitor compliance level of all units with regards to the Unified SRR, instruction, guidelines, standard operating procedures and best practices that affect the welfare of the staff members. Develop workflows for staff administration, benefits administration, time management and Staff Evaluation System in coordination with Head, HR and Administrative Services Page 3 / 5

4 to ensure quality of the transactions processed Review monitoring mechanism for contract issuance, separation clearance statement to ensure timeliness and accuracy prior supervisor s signature. Based on the review, recommend improvement and coordinate with Head, HR and Administrative services prior implementation. Assist the Head, HR and Administrative services in reviewing audit findings and developing corrective actions. Prepare presentations and briefings regarding HR issues as required. Administer, update and maintain PRISM entries and ensure its completeness and accuracy. Uphold data integrity by implementing data integrity guide and checklist. Collaborate with PRISM Team in addressing problems encountered in the HR system and ensure resolution thereof. Review PRISM manual and assist in the development of work flow and process. REQUIRED QUALIFICATIONS AND EXPERIENCE: EDUCATION University degree in Human Resources, Psychology, Organizational Behaviour and Development or any related field from an accredited academic institution, with four years relevant professional experience; or Completed High School degree from an accredited academic institution, with six years of relevant professional experience. EXPERIENCE Experience in in the field of human resource management, employee relations, employee disciplinary process, development and implementation of training programs, performance management and benefits and salary administration. Experience in quality management, system and process audit and streamlining HR related functions; Experience in leading and supervising a team; Knowledge of IOM/UN personnel policies and staff rules and regulations an advantage. Ability to write clearly and concisely; High level of computer literacy with experience in HR IT systems and applications; working knowledge of SAP required; REQUIRED COMPETENCIES: Accountability takes responsibility for action and manages constructive criticisms; Client Orientation works effectively well with client and stakeholders; Continuous Learning promotes continuous learning for self and others; Page 4 / 5

5 Communication listens and communicates clearly, adapting delivery to the audience; Creativity and Initiative actively seeks new ways of improving programmes or services; Leadership and Negotiation develops effective partnerships with internal and external stakeholders; Performance Management identify ways and implement actions to improve performance of self and others; Planning and Organizing - plans work, anticipates risks, and sets goals within area of responsibility; Professionalism - displays mastery of subject matter; Teamwork contributes to a collegial team environment; incorporates gender related needs, perspectives, concerns and promotes equal gender participation; Technological Awareness - displays awareness of relevant technological solutions; Resource Mobilization - works with internal and external stakeholders to meet resource needs of IOM. HOW TO APPLY: Interested candidates are invited to submit their applications via PRISM, IOM e-recruitment system, by 11 July 2018 at the latest, referring to this advertisement. For further information, please refer to: 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 047/2018_Senior HR and Administrative Assistant_RMU-HR Support (Local) Unit ( ) Released Posting Channel: For Internal and External Candidates Date Created: WBS: OS.0040.PH Page 5 / 5