Human Resources Assistant

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 Resources Management Officer (RMO) in IOM Mission in the
Netherlands, and in collaboration with the relevant units at the Administrative Centres, the Human
Resources Assistant will be responsible for supporting the Human Resources functions in the office in
the Hague.

1. Support recruitment processes in the office by coordinating the publication of Vacancy
   Notice/Special Vacancy Notice, receiving and sorting applications, arranging interviews and
   tests, preparing all the required documentation and materials, sending communications to
   candidates, contacting previous employers for reference checks and any other related activity
   as assigned.
2. Carry-out pre-employment activities such as preparation of Entry on Duty (EOD)
   documentation and collection of supporting documentation, coordination of EOD medical
   exams, follow-up with Medical Services on medical clearances, coordination of orientation
   sessions, arrangement for security briefing and medical examinations, inclusion in insurance
   plans as appropriate, creation of personal file, etc.
3. Perform assigned role(s) in the organizational HR system, paying special attention to data
   consistency and accuracy; input and maintain data based on approvals and supporting
   documentation; monitor and follow up on contractual situation and entitlements and
   generate reports and other HR-related documentation.
4. Perform the role of Timekeeper; maintain, update and reconcile leave quotas based on
   supporting documentation; generate and edit leave-related reports; respond to general
   questions concerning leave administration; guide staff on request and approval procedure in
   the system.
5. Support separation, classification, reclassification and promotion processes by collecting
   necessary documentation, drafting forms, making basic calculations, obtaining approvals and
   coordinating with relevant units in the Regional Office and Administrative Centers.
6. 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.
7. Draft certificates of employment, notices, letters, reports, presentations, graphs, etc.; update
   the organizational chart and support timely submission of documents.
8. Support the organization of meetings, training activities and other Human Resources events
   by carrying out logistical activities such as arranging meeting facilities, equipment, materials,
   preparation of correspondence and drafting and assembling of documents.
9.  Respond to general inquiries regarding Human Resources policies, instructions and
   procedures.
10. Perform other related duties as assigned.
      Education
    • High School diploma with four years of relevant experience; or,
    • Bachelor’s degree in Human Resources, Business Administration, Psychology or related field with
      two years of relevant professional experienceAccredited Universities are those listed in the UNESCO World Higher Education Database. Experience
      • Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in SAP 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; and,
      • Prior work experience with international humanitarian organizations, non-government or
        government institutions/organization in a multi-cultural setting is an advantage.Skills
        • Strong organizational, coordination, communication and conflict resolution skills
        •  Understanding of HR policies, rules, and procedures, including recruitment and staff
          administration
        • Computer literacy, including proficiency in MS Office applications.
        •  Knowledge of internal IOM systems and procedures, such as Oracle will be an advantageLanguages
          • Fluency in Dutch and English is requiredIOM’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.
11. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.Core Competencies – behavioural indicators (Level 1)
12. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.