Open to Internal and External Candidates Position Title : Human Resources Assistant Duty Station : Manila, IOM Philippines Classification : General Staff/G-5 Type of Appointment : Fixed term, one year with possibility of extension Estimated Start Date : As soon as possible Closing Date : March 18, 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. IOM is committed to a diverse and inclusive 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. Context: 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 support for payroll and benefits administration for Country Office Philippines including but not limited to timekeeping, payroll processing, leave and other entitlements administration, staff evaluation system, and personnel actions preparation. S/he will also provide support in carrying out the recruitment, selection and hiring for the mission, in line with IOM policies, standards and commitments. Core Functions / Responsibilities: Recruitment and Selection Review and process recruitment request by drafting, coordinating, publishing and posting vacancy announcement for General Service Staff, National Officers and nonstaff in various relevant recruitment and cost-effective medias Ensure that Terms of Reference (ToR), position title, and grade level are in line with IOM s standards Page 1 / 5
Participate in panel interview and final selection of candidates for all local positions Assist in the review and finalization of relevant candidate s assessment such as Interview Protocols, Candidate Assessment Sheet, Recruitment Templates, HR Action Forms and other IOM templates 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. Act as focal point for maintaining and updating the HR Recruitment mailbox and databases Monitor and update Recruitment Tracking table coordination with mission Unit Heads Provide orientation to new staff members Personnel Administration 1. Time and Attendance Prepare the reports on overtime, night shift differential and transportation allowance; and record it in PRISM HR and ensure accurate payment. Monitor and reconcile leave applications in the system against absent quota, work schedule and attendance records to ensure data accuracy. Coordinate with the staff member and the manager regarding leave administration. Cancel approved leave request(s), manually record leave requests if there has been a system error and record leave requests if electronic door log is not available. Act as system approver for leave application of Country Office Philippines staff in the Universal WorkList Family Emergency Leave and Certified Sick Leave. In coordination with the Resource Management Officer, process Special Leave Without Pay (SLWOP) and Home-Based Work o Ensure that the staff member understands the policy on SLWOP and HBW by discussing the policy and the applicable entitlements to the staff member o Calculate the amount of payment that should be made by the staff member in case he/she opts to continue his/her entitlement(s) o Coordinate with units concerned regarding the request and the arrangement set forth between the management and the staff member o Ensure that deduction(s) and/or payment(s) have been made prior to SLWOP. 2. Payroll Processing 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 Payable and MHRO Payroll Support Unit. Handle Short-Term Allowance (STA) and Interim Allowance for payroll inclusion. Provide relevant information to situational HR concerns concerning payroll issues. 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. Check and review payroll report (WTR, etc.) before final run. Page 2 / 5
Calculate summary of emoluments, new take home pay, cost estimates to IOM, interim allowances, benefits such as medical insurance premium among others. 3. Benefits Administration Update individual leave records of local staff in PRISM. 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. Update data of staff members in SAP HR as indicated in their latest Family Status Form and other documents submitted. Forward MSP Enrolment forms of local staff and their dependents (if applicable) to OHU and HCPU. Forward UNJSPF Forms of new staff members to IOM Pension Administration Unit. Ensure that the administration of the MSP and Family Allowances is accurate and complete. Provide guidance to Local Staff on the policy and requirements for MSP enrolment and application for Child Allowance, if applicable. 4. PRISM HR / SES Act as HR agent for Staff Evaluation System and assist in monitoring compliance, collaborate with PRISM Team in addressing encountered problems. Communicate changes in the reporting line with the managers; create SES form for new staff, provide guidance to staff for completion of their SES Create or change OM data (organizational structure and reporting lines) as required. 5. Separation Clearance Statement (SCS) Coordinate with PAC on the calculation of SCS providing all needed information Address inquiries related to payment of Terminal Emoluments (TE). Coordinate with Accounts Payable Unit and Treasury Unit on the processing of payment for finalized TEs. Coordinate with the staff member and the units any requirements needed prior to separation such like exit clearance, etc. Coordinate with staff member any pending requirements that is due for submission prior to receiving clearance from units concerned. Ensure Terminal Emoluments via payroll by encoding payment for unused Al and other payments and deductions. 6. Personnel Actions (PAs) Generate PA including but not limited to Hiring, Re-hiring, Staff Contracts, SLWOP, Separation, AWG, and among others. Promotion calculation and coordination with the Panama Administrative Centre (PAC) Perform other related tasks that may be assigned from time to time. Page 3 / 5
Required Qualifications and Experience Education 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 three years of relevant professional experience; or Completed High School degree from an accredited academic institution, with five years of relevant professional experience. 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; Good oral and written communication and negotiation skills. 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. Page 4 / 5
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) and résumé highlighting the required education and experience or a duly completed IOM Personal History Form. To access the form, please visit https://www.iom.int/sites/default/files/vacancy/mac/iom-personal-historyform1.xlsx Interested applicants may send their applications to machrsupport@iom.int no later than 18 March 2019. VN Number and Position Title should be specified in the SUBJECT field. Applications from qualified female candidates are especially encouraged. Only short-listed candidates will be invited for an interview. Posting period: From 04.03.2019 to 18.03.2019 Page 5 / 5