Sana'a Human Resources Assistant G5

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

1. Assist in coordination of recruitment processes, including but not limited to, providing guidance to hiring managers on preparation of Terms of Reference, drafting and posting Vacancy Notice/Special Vacancy Notice, screening and shortlisting applications, drafting interview protocols, preparing and administering written tests, taking part in interview panels as assigned, drafting candidates’ assessment forms, conducting reference checks, preparing job offers, administering recruitment mailbox, etc.  
2. Responsible for managing the entire payroll process for national staff by collecting and verifying payroll data, processing monthly salaries accurately and on time, maintaining confidential records, ensuring compliance with IOM rules and regulations, preparing reports, supporting audits, coordinating with finance for disbursements and final settlements, and addressing staff inquiries related to payroll.
3. Carry-out and 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. 
4. 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; verify eligibility for allowances and other benefits, monitor and follow up on contractual situation and entitlements, and initiate prompt actions and generate reports, contract extensions, personnel actions and other related documentation.
5. Perform the role of Timekeeper in HR system; monitor, maintain, update and reconcile leave quotas based on supporting documentation; generate, edit  and analyse  leave-related reports; respond to questions concerning leave administration; guide staff on request and approval procedure in PRISM.
6. Carry-out a wide range of Human Resources actions, including but not limited to preparation of documentation for separation, classification, reclassification, promotion, disciplinary cases, etc. and coordinate with the Regional Office, Administrative Centers and Human Resource Management in Geneva as appropriate. 
7. Prepare all reports on personnel matters and submit timely to concerned parties; draft and review routine correspondence, letters, certifications, etc.; open and update personal files, 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. 
8. Assist in monitoring 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.
9. Organize Human Resources events including staff development and training activities in coordination with the Staff Development and Learning Unit and maintain updated records.  
10. Provide information to staff on their entitlements and responsibilities in line with IOM regulations, instructions and procedures. Respond to standard inquiries and refer the most sensitive/complex ones.
11. 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.
12. Participate in inter-agency Human Resources related working groups as assigned.
13. Provide guidance and training to new/junior staff in the unit.
14. Perform other related duties as assigned Education
    • High School diploma with five years of relevant experience; or,
    • Bachelor’s degree in human resources, Business Administration, Psychology or related field with three 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
        • Very good understanding of HR functions 
        • Good knowledge of HR systems and databases (WAVE)
        • Ability to analyze HR cases or data, identify issues, and propose solutions
        • Ability to prioritize tasks and handle multiple deadlines efficiently
        • Excellent written and verbal communication skills
        • Ability to provide HR guidance to staff and managers in a clear, respectful, and professional manner
        • Skilled in dealing with sensitive matters with discretion
        • Ability to provide timely and appropriate HR support
        • Attention to detail and high level of accuracy in document processing and reporting
        • Strong ability to manage priorities, meet deadlines, and coordinate multiple tasks with minimal supervision
        • Maintains confidentiality and demonstrates integrity in handling personnel-related information
        • Ability to work effectively with colleagues across units and locations
        • Ability to generate and analyze HR reports, metrics, and dashboards
        • Advanced skills in MS Office, especially Excel (e.g., formulas, pivot tables), and Word Languages
          • Fluency in English and Arabic 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.
15. Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies – behavioural indicators (Level 1)
16. Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.