Human Resources Assistant

vor 2 Wochen

Freiburg, Freiburg, Schweiz International Organization for Migration Vollzeit

Position Title
:
Human Resources Assistant (Gratis Personnel)

Duty Station
:
Geneva, Switzerland

Classification
:
General Service Staff, Grade G5

Type of Appointment
:
Fixed term, one year with possibility of extension

Estimated Start Date
:
As soon as possible
Closing Date
: 23 May 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:
_
The Integrated Talent Management Division oversees the functional areas of performance
management, strategic staffing and recruitment, mobility (including the annual rotation exercise
for staff in the Professional category), succession planning, career development, workforce
analysis, diversity and inclusion activities and initiatives, and staff development and learning.
The Division provides guidance to managers and staff, ensuring that IOM staff members are in
appropriate posts, have their performance assessed objectively and are given the opportunity to
further develop their skills and careers.

The Division also includes the Gratis Personnel portfolio, which at IOM comprises all 'non-staff
positions, including the Junior Professional Office (JPO) Programme, the Global IOM Internship
Programme, UN Volunteers (UNV), loans, and secondments.

Under the overall supervision of the Chief, Integrated Talent Management Division and direct
supervision of the Senior HR Specialist (Talent Management), the Human Resources Assistant
(Gratis Personnel) will provide support and assistance to IOM's Gratis Personnel portfolio by
providing administrative and operational support and coordination for the JPO, UNV,
Secondment and Loans programmes.

_ Core Functions / Responsibilities:
_

  • Assist and facilitate the recruitment and hiring of auxiliary staff (JPOs, Governmental
Secondees and Loaned staff) in collaboration with relevant recruiting offices. Assist in tracking,
reviewing and processing requests for extensions, transfers, or separations of gratis personnel.

  • Support in the coordination of pre-arrival arrangements and onboarding activities for newly
recruited gratis personnel by providing guidance on administrative procedures; provide timely
and effective assistance to gratis personnel throughout their assignment and collaborate on
related matters such as facilitating induction, briefing sessions and informative presentations

and responding to queries and providing administrative support to JPOs, secondments and
loans.

  • Maintain accurate and up-to-date records for the JPO and Secondment Programme in
Sharepoint in collaboration with relevant units. Maintain the Gratis Personnel SharePoint space
as and when necessary. Assist in updating gratis personnel documents in the HR Handbook.

  • Assist in preparation and coordination of the Legal Agreements/ MOUs of Gratis Personnel
when needed, as well as provide assistance in drafting guidelines and updating existing
documents.

  • Assist in preparation of statistical reports and data related to Gratis Personnel activities and
prepare factsheets, assist with preparations of presentations, and other relevant materials,
provide inputs for the ITMU annual report by working closely with relevant stakeholders.

  • Coordinate logístical arrangements for meetings, workshops, and training sessions organized
by the Gratis Personnel team i.e. JPO Immersion Programme, JPO Project Development
Training, Mentoring Programme, etc.

  • Assist in reviewing documents such as cost estimates, arrival reports, submission of trainings
by JPOs before submission to relevant stakeholders.

  • Assist in preparation for the global annual Call for Application for JPO Vacancy Notices and
preparation of the JPO Index and Compendium. Contribute to the participation in outreach
campaigns and needs assessments by contacting internal clients regarding requirements for
supplementary staff.

  • Suppot in liaising with relevant stakeholders within IOM to check timely and accurate
collection of data and information related to the UNV programme. Prepare factsheets with key
information and achievements of the UNV programme for Department of Human Resources
Management (DHR). Draft talking points and briefing materials related to the UNV programme
for use in communications, and participate in meetings related to programme monitoring and
evaluation.

  • Perform such other duties as may be assigned.

_ Required Qualifications and Experience:
_

Education

  • Bachelor's degree in Human Resources Management, Public Administration, Project
Management, Change Management, Social Sciences, or a related field, from an accredited
institution with three years of professional experience or;

  • High School diploma with five years of relevant experie

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