HR Clerk

Applications are welcome from internal and external candidates. 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. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
  Context

Under the overall supervision of the Director, Coordination Office for the Mediterranean and Chief of Mission in Italy and Malta and the direct supervision of the Human Resources Coordinator (HRC), the incumbent is responsible for assisting in the daily tasks related to personnel administration in the Mission.

1. Provide clerical assistance for the smooth running of the Human Resources processes and activities in the office.
2. Provide general assistance in recruitment processes including but not limited to circulation of vacancy announcements, interview arrangements, preparation of materials necessary for the interviews and technical test, support with reference checks, sending out messages to candidates, etc.
3. Perform assigned role(s) in WAVE, paying special attention to data consistency and accuracy; input and maintain data based on approvals and supporting documentation; generate reports, contract extensions, personnel actions and other related documentation.
4. Maintain orderly personnel files of staff, instructions, bulletins and other documents in the Human Resources Unit (electronic and/or hard copies).
5. Assist in the retrieval, drafting and formatting of reports, letters, notes and other Human Resources-related correspondence as directed. 
6. Support the organization of meetings, training activities and other Human Resources events by carrying out logistical activities such as arrangement of meeting facilities, equipment, materials, preparation of correspondence and drafting and assembling of documents.
7. Perform other related duties as assigned. Education
   • High School diploma with three years of relevant experience; or
   • Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with one year of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database.   Experience
     • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, Outlook; previous experience in ORACLE is a distinct advantage;
     • Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.  Skills
       • 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 maintain high level of confidentiality;
       • Ability to understand the Organization’s structure;
       • Good spoken/written communication skills;
       • Strong organizational skills;
       • Ability to work effectively and harmoniously in a team. Languages
         • Fluency in English and Italian is required;
         • Fluency in any other IOM official language is an advantage. IOM’s official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.   Required Competencies   IOM’s competency framework can be found at this link. Competencies will be assessed during the selection process.   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.
       • 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.
8. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
9. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.