Senior Human Resources Assistant At International Organization for Migratio

Position Title: Senior Human Resources Assistant

Duty station: Doha, Qatar

Job classification: G-6

Type of Appointment: Special Short term, 6 months with possibility of extension

Closing date: 22 March 2022

\ This position is for Residents in Qatar Only**

Reference Code: QA 2022-04

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 work environment. Read more about diversity and inclusion at IOM at www.iom.int/diversity.

Applications are welcome from first- and second-tier candidates, particularly qualified female candidates as well as applications from the non-represented member countries of IOM. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process.

Under the overall supervision of the Chief of Mission and direct supervision of the Resources Management Officer, the incumbent will provide specialized assistance in the human resources administration and be responsible and accountable for assisting the operational management of human resource in IOM Mission Qatar. S/he will be working in close coordination with other Human Resources team member and other staffs and relevant Units in the mission.

Core Functions / Responsibilities

1. Assist to monitor and oversee the day-to-day administrative and HR functions in accordance with IOM’s rules, regulations and procedures.
2. Responsible for coordination of the recruitment activities of national staffs and provide back up in recruiting consultants and interns. The activities covering the end-to-end recruitment process from advising managers in preparation of TOR, request for grading position up to the on-board preparation for the new-hiring staff are completed.
3. Responsible for monitoring and reviewing all personnel documents relating to the employment, promotion and separation of staff members.
4. Establish, implement and maintain the internal control check list to HR activities regularly and provide monthly report to relevant parties. This includes verify and reconcile the personnel data of national, on-call staff and consultants in PRISM HR and regularly conduct PRISM HR Data Integrity as well as respond to PAC’s queries.
5. Maintain and update the organization structure are updated in PRISM OM Module according to the updated mission organigramme, including updating organizational unit/position title and correcting reporting lines of staff member Follow up on purchase order (PO) statuses and keep the head(s) of unit(s) and respective Project Managers abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition.
6. Monitor the preparation of monthly payroll, calculation and administration of national staff in Qatar. Ensure that the UNJSPF calculations, salary deduction, staff benefit and entitlement are correct.
7. Assist and closely monitor and review the administration and process of national staffs’ benefits, i.e. family allowance, MSP (including the admission process until claim/reimbursement process), CP and UNJSPF, in coordination with Panama Admin Centre (IOM Pension Admin, HCPU, etc.), and ensure that they comply with the updated instructions and USRR. This also includes providing assistances in the reimbursement process of national staffs’ MSP claims, processing the CP cases of staff/on-call staff/consultants/interns, and assisting the direct-payment arrangement for hospitalization cases.
8. Monitor record of activities serviced by the Human Resources unit, i.e. establish and maintain personnel files (contracts, PA, personal data, supporting documents, etc) of national staffs are properly kept and maintained.
9. Participate in the Staff Development and Learning activities, including arrange and conduct new staff orientation activities, facilitate HR workshop, and provide technical guidance to staff, managers, as well as the HR focal points in the field, on HR related matters and Staff Evaluation System (SES) process.
10. Assist the process of promotion/upgrade request (promotion calculation, score sheet, TORs and grading, and other related documents).
11. Participate in the administration and implementation of HR strategies and policies are comply with IOM rules, regulations, policies, procedures and strategies.
12. Provide input on IOM Human Resources capacity, needs and problems, and actively give solutions and contribute inputs toward IOM mission activities and goals, by review, monitor and advice on recruitment procedure compliance, staff separation procedure compliance.
13. Interpret HR policies, rules and regulations and make recommendations for resolving sensitive issues.
14. In the absence of RMO, liaise with HR focal point of UN system, represent IOM in meetings and participate in discussions on HR matters (HR Inter-agency network, salary survey, etc.)
15. Advocate the Mission for the compliance of SES, respond to all SES queries, and provide compliance report to the management regularly.
16. Perform other duties as may be assigned.

Education:

• University Degree in Business Administration or Human Resources with minimum four years of relevant experience in this field; or
• Minimum Completed Senior High School degree with at least six years of relevant work experience.

Experience:

• Previous experience in an administration unit at an international organization is an advantage.
• Have varied and in-depth practical experience in human resources and administration management, preferably in the UN system or international environment.
• previous experience in SAP is a distinct advantage

Skills:

• Effectively applies specialized knowledge of logistics and procurement to timely source goods and services;
• Good communication, interpersonal and organizational skills.
• Ability to draft clearly and concisely reports.
• Good knowledge of Word, Excel and Internet.
• Strong work ethics and commitment to humanitarian principles.
• Ability to work under time constraints and deadlines in challenging settings.
• Capacity to work effectively and harmoniously with colleagues from various cultures and professional background.

Emergency and Crisis

• Works effectively in high-pressure, rapidly changing environments;
• Coordinates actions with emergency response actors and making use of coordination structures;
• Supports adequate levels of information sharing between internal units, cluster partners, IOM and other emergency response actors;
• Establishes and maintains effective relationships with implementing partners;
• Makes correct decisions rapidly based on available information.

Languages: Fluency in English and Working knowledge of Arabic (is advantageous)

The incumbent is expected to demonstrate the following values and competencies:

Values – all IOM staff members must abide by and demonstrate these three 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

• 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.