Senior Human Resources Assistant

2 weeks ago

Ho Chi Minh City, Vietnam IOM Full time

**VN 2024/04 (GS-HCMC)**

**Position Title**: Senior Human Resources Assistant
**Duty Station**: HCMC, Vietnam
**Classification**: General Services, G-7 (UN Salary Scale)
**Type of Appointment**: Fixed term, One year with possibility of extension
**Estimated Start Date**: As soon as possible
**Closing Date**: February 15, 2024

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.

**Context**:
**Core Functions / Responsibilities**:

- Assist in coordinating and monitoring the Human Resources management functions in the mission in accordance with the organization’s policies, procedures and practices.
- Coordinate pre-employment activities such as preparation of Entry on Duty (EOD) documentation and collection of supporting documentation, coordination of EOD medical exams and follow-up with Health Insurance Medical Services (Manila or Panama) on medical clearance, coordinate enrollment in insurance plans as appropriate, coordination and delivery of induction sessions, arrangement for security briefing, etc.
- Perform assigned role(s) in PRISM HR; monitor consistency and accuracy of data; verify eligibility for allowances and other benefits; monitor and follow-up on contractual situation and entitlements, and coordinate prompt actions; generate, edit, review and ensure correctness of reports, contract extensions, personnel actions and other related documentation.
- Monitor attendance and leave administration; generate, edit and analyse leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM.
- Carry-out, coordinate and monitor a wide range of Human Resource actions including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate.
- Prepare, coordinate and monitor all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; create and maintain a systematic way to archive Human Resources documents (electronic and hard copies). Update and maintain electronic and physical archiving systems in the unit including personnel files with all supporting documentation, recruitment files, Human Resources policies, regulations, guidelines and manuals, internal controls, etc.
- Monitor compliance with the Staff Evaluation System and follow-up with staff and supervisor as needed; facilitate compliance by providing technical guidance on the use of the system.
- Plan and coordinate the organization of Human Resource events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records. Participate in assessments of staff training and development needs.
- Identify areas for improvement and highlight them to the supervisor; provide inputs for new procedures to complement or to adapt existing ones taking into consideration the specific needs of the office. Assist in analyzing and resolving sensitive cases by collating background information, preparing summaries and sharing best practices. Provides comments on interpretation
- Provide information to managers and staff in respect of rights, responsibilities, code of conduct and difficulties associated with work and entitlements; evaluate causes of problems or constraints and propose solutions; analyze and make recommendations for atypical or unprecedented situations involving interpretation or Human Resources policies. Identify, analyze and resolve diverse issues/problems as they arise and suggest appropriate actions.
- Evaluate and recommend improvement of current Human Resources procedures; participate in discussions on new/revised procedures and practices and assess the impact of changes and make recommendations
- Handle all enquiries on Human Resources matters; provide explanation to staff entitlements and Human Resources policies, rules and regulations.
- Participate in inter-agency Human Resources related working groups as assigned.
- Guide, coordinate and supervise the work of staff in the unit.
- Perform other related duties as assigned

**Required Qualifications and Experience**
- High School diploma with seven years of relevant experience; or,
- Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with five years of relevant professional experience.

**Languages**
- Fluency in English (oral and written) and Vietnamese is required.

**Required Competencies**

The incumbent is expected to demonstrate the following values and comp

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