Marib Human Resources Assistant G4

Applications are welcome from internal candidates.
  Context Under the overall supervision of the Senior Resources Management Officer (SRMO) and direct supervision of the Human Resources Officer the successful candidate will be responsible and accountable for managing the resources management functions in Sub-Office Marib.

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. Responsible for overseeing the complete payroll process for non-staff and hourly contracted workers by collecting and verifying timesheets and service records, calculating hours worked and applicable rates, ensuring accurate and timely payments, maintaining proper documentation, complying with IOM rules and regulations, coordinating with finance for disbursements, and addressing any payroll-related queries or discrepancies.
3. Responsible for managing the contract renewal process for non-staff and hourly contracted personnel by tracking contract end dates, coordinating with relevant departments to assess renewal needs, preparing and issuing updated contracts in line with organizational policies and regulations, ensuring timely signatures and documentation, and maintaining accurate records in the HR system.
4. 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 Health Insurance Medical Services (Manila or Panama) 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. 
5. Perform assigned role(s) in 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, contract extensions, personnel actions and other related documentation.
6. Perform the role of Time-keeper in HR system; 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 PRISM.
7. 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. 
8. 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. 
9. Draft certificates of employment, notices, letters, reports, presentations, graphs, update the organizational chart and support timely submission of documents.
10. 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. 
11. Respond to general inquiries regarding Human Resources policies, instructions and procedures.
12. 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 experience. Accredited 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
        • Good understanding of HR functions 
        • Familiarity with HR systems and databases (WAVE)
        • Accuracy in data entry, document handling, and contract preparation
        • Clear and professional written and oral communication
        • Ability to interact effectively with colleagues, staff, and supervisors
        • Ability to prioritize tasks and handle multiple deadlines efficiently
        • Strong follow-up and administrative coordination
        • Handling of sensitive staff information with strict confidentiality
        • Ability to work collaboratively in a multicultural team
        • Willingness to support colleagues and adapt to evolving team needs
        • Ability to address issues and propose practical HR solutions
        • Proactiveness in identifying and resolving administrative gaps
        • Proficiency in MS Office (Excel, Word, Outlook, PowerPoint, Visio). Languages
          • Fluency in English and Arabic (oral and written 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.
13. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
14. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.