Open to Internal and External Applicants. Position Title Personnel Administration & Time Management (TM) Assistant

Transcription

1 Open to Internal and External Applicants Position Title Personnel Administration & Time Management (TM) Assistant Organizational Unit MHRO-PASU Duty Station Manila (Global) Administrative Centre Classification General Service Staff/G4 Type of Appointment Special short-term graded, Six Months with possibility of extension Closing Date 07 January 2019 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 Chief, HR Operations & Admin Services and under the direct supervision of the Head, Personnel Administration Services Unit, the Personnel Administration & Time Management (TM) Assistant will provide support for the personnel administration and benefits entitlement administration of staff members in the Professional category worldwide as well as General Services category in Switzerland including but not limited to time management, payroll verification, PRISM maintenance & updates and personnel actions preparation. CORE FUNCTIONS / RESPONSIBILITIES: 1. Personnel Administration Responsible for all the administrative formalities of staff members in the Professional category worldwide and General Services category in Switzerland involving but not limited to the following: a) Hiring on-boarding of new staff members b) Rehiring on-boarding of former staff/non-staff members of IOM c) Transfers involves change in duty station of staff members upon International Organization for Migration (IOM) - Manila Administrative Centre Tower 6789 Ayala Avenue, Makati City 1206, Philippines Tel: Fax: hrmanila@iom.int Internet:

2 selection to VN or SVN, direct recruitment, in-grade transfer for DG-approved memo, rotation or reassignment d) Promotion resulting from reclassification of position, selection or seniority in post e) Staff contracts new appointment & change in contract type f) Benefits entitlement applicable to staff members and eligible family members travels, shipment, health insurance, allowances, education grant, assignment grant, rental subsidy, home-based work, leaves among others g) Special Leave without pay absence without pay from work for at least a month h) Assignment from SLWOP temporary assignment for staff members on SLWOP i) Separation end of contract, death, termination, resignation & retirement Upon evaluation & review of recruitment documents, formulate & prepare contract offer based on contract type and applicable conditions of recruitment Prepare & calculate indicative compensation package subject to the applicable rules of the USRR Initiate coordination of medical clearance, travel arrangements, visa requisition, security clearance, entry on duty date or transfer date, taking into account the personal concerns which staff members may be encountering and thus anticipating problem/s. Instruct and guide future staff members of the different administrative requirements prior to confirmation of contract Ensure all staff movements are fully coordinated with Chiefs of Mission/Regional Directors or Sr. Regional Resource Management Officers/ Resource Management Officers & / or supervisors as well as with concerned departments such as Budget, Health Insurance, Staff Security & Staff Travel Authorize & monitor entitlements in accordance with the relevant rules of the USRR Closely coordinate with Jr. Personnel Assistant on the review, validation & payment of Education Grant claim of staff members Equity & transparency in the application of the USRR ensuring that a high quality, timely & accurate service is provided to clients & partners Communicate with staff members at own initiative to maintain a harmonious working relationship Recommend solutions to situational HR concerns affecting staff members at own initiative 2. Effective Management of the HRMS Time Management Function Timely administration and system update of the PRISM TM module and content Assist in communicating to all staff members at HQ on their leave benefits entitlements. Administer and verify absence quotas for the different types of leaves as per IOM Staff Rules and Regulations and validate configuration and maintenance of the same in PRISM Gather, review, update and attend to inquiries regarding holiday calendars, staff work schedules and other attendance-related concerns of IOM missions worldwide in coordination with Time Keepers/Administrative Officers. Configure and maintain public holiday calendar; create Work schedule, Break schedule, Daily Work Schedule, Periodic Work Schedule, Work Schedule Rule in SAP HR for all missions worldwide. Respond to inquiries concerning attendance, provide required information, and follow up on s where necessary. Update PRISM leave record for cancellation, manual posting of leave in case of system error and or upon request of HIM Manila. Coordinates with missions regarding the completeness of the PRISM leave records and update leave record as needed. Assists in validating remaining AL for payment for separating staff; coordinates Page 2 / 5

3 with missions in case of discrepancies. Troubleshoot PRISM irregularities concerning leaves and escalate technical issues to PRISM Helpdesk when necessary. 3. Payroll Verify, check & review the Organization s monthly payroll report before final payroll run in order to ensure timely & accurate payment of salaries to all staff members in the Professional category worldwide & General Service category in Switzerland 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, take home pay, interim allowances, benefits such as educational grants, rental subsidy, medical insurance premium among others. 4. SAP PRISM PRISM is IOM s system for the administration of the Organization s Human Resources 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. Generate Personnel Action (PA) Reports for all actions in PRISM Ensure accuracy & completeness of PA Reports generated Finalize PA Report & coordinate distribution to all concerned 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 Updates MHRO maintained lists (Post Adjustment, DSA, Danger Pay, duty station category, List of duty stations qualifying for special entitlements) and uploads to Document Center (DMS). Provide assistance and guidance as HR Agent to SES concerns of staff members in the Professional category worldwide & General Service category in Switzerland when Page 3 / 5

4 required. Review and check accuracy of all output in all areas of work. Perform other related tasks that may be assigned from time to time. REQUIRED QUALIFICATIONS AND EXPERIENCE: 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. REQUIRED COMPETENCIES: EDUCATION University degree in Human Resource Management, Business or Public Administration, Behavioural and Developmental Studies, Psychology or Social Science from an accredited academic institution, with two years of relevant professional experience; or Completed High school degree from an accredited academic institution, with four years of relevant professional experience. EXPERIENCE Experience in human resource management, employee relations and compensation and benefits administration; Knowledge of IOM/UN financial policies and Staff Rules and Regulations; Proficient in computer with experience in HR systems and applications; working Page 4 / 5

5 knowledge of SAP HR required; Can work with minimum supervision. LANGUAGES Fluency in English is required. Working knowledge of French and/or Spanish an advantage. HOW TO APPLY: Interested candidates are invited to submit their applications via PRISM, IOM e-recruitment system, by 07 January 2019 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: SVN 014/2018_Personnel Administration & Time Management (TM) Assistant_MHRO-PASU ( ) Released Posting Channel: For Internal and External Candidates Date Created: WBS: OS.0040.PH Page 5 / 5