Position Title Open to Internal and External Candidates : Human Resources Assistant Duty Station : Bangkok, Thailand Classification : General Service Staff (G4) Type of Appointment : One-Year Fixed Term Estimated Start Date : As soon as possible Closing Date : April 12, 2016 Reference Code : THVN No. 005/2016 (RE-ISSUED) Established in 1951, IOM is the leading inter-governmental organization in the field of migration and 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 general supervision of Senior Resource Management Officer and under the direct supervision of the Head of HR, the incumbent will be assigned the following duties and responsibilities: Core Functions / Responsibilities: Personnel Actions (PAs) and Time Management Responsible for creating and updating the PRISM HR master data covering the areas of hiring, rehiring, extension of appointment, separation, transfer, annual advancement within grade (AWG), annual salary adjustments for Special Short Term, promotion/reclassification of position, entitlement/benefit (Medical Service Plan, UNJSPF, Family Allowances) Generate Personnel Action forms from PRISM. Prepare monthly summary of PAs for payroll. Assist in running the monthly payroll for national staff of IOM Thailand and IOM Regional Office for Asia and the Pacific (ROAP) on PRISM HR. Coordinate with Finance colleagues with regards to budget confirmations, cost allocations, transfer payments of salary, and other HR-related concerns. Ensure proper documentation with regards to payroll administration. Page 1 / 5
Contracts Issue/Renew all staff contracts, Special-Short Term Contracts, Special Fixed-Term, One-Year Fixed Term; keep systematic recording of such issuances. Issue/Renew all daily contracts in the mission and hourly contracts for Bangkok, Suang Pheng, Songkhla, Ranong duty stations; keep systematic recording of such issuances. Provide general administrative support in regards to document control in HR; in particular, HR Focal Persons in the sub-offices with regards to administration of Special All-Inclusive Hourly Contracts for temporary workers. Monitor expiration of all contracts and send renewal reminders to supervisors for action/ monitor advancement within Grade (AWGs) due dates. Benefits Administration Facilitate enrolment of staff dependents into MSP according to relevant rules. Reports Assist in the preparation and consolidation of HR-related reports (payroll and nonpayroll) for submission. On a monthly basis, monitor and update changes in MSP; prepare reports for submission to HIMS and HCPU in MAC. Retrieve reports on AWG and contracts data from PRISM HR for further administrative actions. Other HR related duties Assist the Head of HR in the implementation of the Staff Evaluation System (SES) and provide guidance to managers and staff members on usage and basic troubleshooting of SES. Serve as backup in the absence of other HR staff. Participate in recruitment interview process, if required. Perform other duties as assigned by the supervisor. Required Qualifications and Experience University degree in Business Administration or related field an advantage. At least 4 years of progressive experience in HR management. Work experience with international organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. Able to work independently with minimal supervision; personal commitment, efficiency, discreet, details oriented and willingness to learn new tasks, flexibility; good judgment. Knowledgeable of IOM staff rules and regulations. Good interpersonal and communication skills; ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds. Fluency in English (oral and written) is required. Computer literate (MS Office applications); SAP-HR knowledge essential. Page 2 / 5
Languages Fluency in English and Thai (oral and written) is required. Required Competencies The incumbent is expected to demonstrate the following technical and behavioural competencies. Behavioural Accountability Accepts and gives constructive criticism Follows all relevant procedures, processes, and policies Meets deadline, cost, and quality requirements for outputs Monitors own work to correct errors Takes responsibility for meeting commitments and for any shortcomings Client Orientation Identifies the immediate and peripheral clients of own work Establishes and maintains effective working relationships with clients Identifies and monitors changes in the needs of clients, including donors, governments, and project beneficiaries Continuous Learning Contributes to colleagues' learning Demonstrates interest in improving relevant skills Demonstrates interest in acquiring skills relevant to other functional areas Communication Actively shares relevant information Clearly communicates, and listens to feedback on, changing priorities and procedures Writes clearly and effectively, adjusting wording to the intended audience Creativity and Initiative Actively seeks new ways of improving programmes or services Expands responsibilities while maintaining existing ones Persuades others to consider new ideas Proactively develops new ways to resolve problems Leadership and Negotiation Convinces others to share resources Actively identifies opportunities for and promotes organizational change Presents goals as shared interests Articulates vision to motivate colleagues and follows through with commitments Performance Management Provides constructive feedback to colleagues Identifies ways for their staff to develop their abilities and careers Page 3 / 5
Provides fair, accurate, timely, and constructive staff evaluations Uses staff evaluations appropriately in recruitment and other relevant HR procedures Holds directly reporting managers accountable for providing fair, accurate, timely, and constructive staff evaluations Planning and Organizing Sets clear and achievable goals consistent with agreed priorities for self and others Identifies priority activities and assignments for self and others Develops strategic vision for IOM within area of responsibility Organizes and documents work to allow for planned and unplanned handovers Identifies risks and makes contingency plans Adjusts priorities and plans to achieve goals Allocates appropriate times and resources for own work and that of team members Professionalism Masters subject matter related to responsibilities Identifies issues, opportunities, and risks central to responsibilities Incorporates gender-related needs, perspectives, and concerns, and promotes equal gender participation Effectively applies knowledge of migration issues within organizational context Persistent, calm, and polite in the face of challenges and stress Treats all colleagues with respect and dignity Works effectively with people from different cultures by adapting to relevant cultural contexts Knowledgeable about and promotes IOM core mandate and migration solutions Teamwork Actively contributes to an effective, collegial, and agreeable team environment Contributes to, and follows team objectives Gives credit where credit is due Seeks input and feedback from others Delegates tasks and responsibilities as appropriate Actively supports and implements final group decisions Takes joint responsibility for team's work Technological Awareness Learns about developments in available technology Proactively identifies and advocates for cost-efficient technology solutions Understands applicability and limitation of technology and seeks to apply it to appropriate work Resource Mobilization Establishes realistic resource requirements to meet IOM needs Builds stable strategic alliances with relevant parties Identifies sources of and secures funding from external stakeholders to meet the needs of IOM. Technical Effectively applies knowledge of relevant Human Resources theories and practices, and recognizes their application within existing IOM processes Delivers Human Resources solutions customized to the needs of IOM. Page 4 / 5
Other Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation. How to apply: Interested candidates are invited to submit their applications along with a duly completed IOM Personal History Form to the IOM Bangkok Human Resources Unit at e-mail bkkrecruitment@iom.int by April 12, 2016 at the latest. The form can be downloaded from http://th.iom.int/index.php/migration-resources/vacancies/iom-personal-history-form/. Kindly indicate the reference code THVN005/2016 (RE-ISSUED) followed by your full name in the subject line. In order for an application to be considered valid, IOM only accepts profiles duly completed. Only shortlisted candidates will be contacted. Posting period: From 29.03.2016 to 12.04.2016 Page 5 / 5