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Vacancy Notice
Open to Internal and External Candidates
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Position Title |
Human Resources Assistant |
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Position,Grade |
G5 |
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Duty Station |
Amman, Jordan |
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Type of Appointment |
One Year Fixed Term (OYFT), with possibility of extension |
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Date of Issue |
17 September 2023 |
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Closure Date |
01 October 2023 |
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Vacancy No. |
VN/JOR/70/2023 |
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Organizational Unit |
Resources Management Unit RMU |
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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.
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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.
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Organizational Context and Scope
Under general supervision of Human resources Officer, and the direct supervision of the Senior
Human Resources Assistant, the incumbent will be responsible for performing the following
functions.
Core Functions / Responsibilities:
- Responsible for the timely and quality recruitment of national staff following in accordance with IOM Rules and Regulations, internal SOP including review of position description, posting of Vacancy Notice, conducting short listing and interviews, preparation of Candidates Assessment and Recommendation Forms.
2. Assists in coordinating international recruitment with project managers and HR team in Manila.
3. Assists in analyzing and resolving HR issues/complaints in the mission through fact based information, institutional knowledge and best practice sharing.
4. Prepares the payroll through PRISM HR for IOM Amman staff covering: calculation of salaries and entitlements, staff projectization, generating file for banking transfer; preparing payment requests as per approved payroll.
5. Prepare and Review consultancy contracts and coordinate with the Heads of unit and with RMO to ensure they are in order.
6. Prepare payments for international staff entitlements i,e; installation grants, DSA as per their contracts and local benefits within the mission upon arrival and while in the mission.
7. Implementing updates to the Organizational structure and checking the data to ensure it is consistent, accurate and meet the need of each unit of the mission and various departments of the organization.
8. Prepare the promotion calculation for national staff as and when it is required.
9. Arrange for staff entry on duty medical examination and medically fit certificate and also ensure the correct premiums are being deducted for the staff on the Medical Service Plan (MSP).
10. Responsible for the preparation of all reports on personnel matters to headquarters (personnel Establishment, MSP, CP, UNJSPF, Requests for changes to the personnel establishment, etc).
11. Maintain attendance records of international staff and national staff in Jordan.
12. Prepare Terminal Emoluments in coordination with Senior HR Assistants and RMO as required.
13. Maintain and update all IOM General Instructions, General Bulletins as well as Instructions and Memoranda issued locally related to Human Resources policies, rules and practices.
14. Trains any new Admin staff on PRISM HR and Human Resources procedures in the mission.
15. Prepare the separation clearance for international and national staff.
16. Respond to HR queries from staff in the mission.
17. Assist in the implementation of the performance management process.
18. Ensure that staffs’ documentation and personnel files are in order and complete with all necessary documentations.
19. Perform such other duties as may be assigned
Education & Experience:
- Bachelor’s degree in human resources, Business Administration, Psychology, or related field with three years of relevant professional experience OR High School diploma with five years of relevant experience.
- Experience in Human Resources, payroll, finance, and benefits administration
- Proficient in Microsoft Office applications e.g., Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP / Oracle is a distinct advantage;
- Attention to detail, ability to organize paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn new things;
- Ability to work under pressure with minimum supervision.
- Discreet, details and clients-oriented, patient and willingness to learn new things;
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage
Languages:
Thorough knowledge of English and Arabic (oral and written)
Required Competencies
The incumbent is expected to demonstrate the following values and competencies:
VALUES – All IOM staff members must abide by and demonstrate these five values:
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- 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.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
CORE COMPETENCIES – Behavioral indicators
- 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 actions and delegated work.
- Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Any offer made to the candidate in relation to this vacancy notice is subject to funding. confirmation.
Appointment will be subject to certification that the candidate is medically fit for appointment and verification of residency, visa and authorizations by the concerned Government, where applicable. In addition, a clearance from the local government (“Court Clearance”) needs to be provided by the applicant.
How to apply:
Interested Internal Candidates need to submit their application plus a motivation letter, updated IOM Personal History (PH) Form or E-recruit Internal Candidate profile generated from PRISM Portal through this form: Application Form
Interested External Candidates are invited to submit their applications plus a cover letter via Akhtaboot website, as per above mentioned date at the latest, referring to this advertisement and VN / Akhtaboot number # 158597
Only Shortlisted Candidates will be contacted.
Posting period:
From 17 September 2023 until 1 October 2023
No Fees:
IOM does not charge a fee at any stage of its recruitment process (application, interview,
processing, training or other fees). IOM does not request any information related to bank.
