Human Resources Assistant

Description

Under the overall supervision of the Resources Management Officer (RMO) in Honduras and direct supervision of the Senior Human Resources Assistant; and, in collaboration with relevant units at Headquarters and the Administrative Centres, the Human Resources Assistant will be responsible and accountable for managing the resources management functions in Office Tegucigalpa, Honduras

Responsibilities

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

Qualifications

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.

• EXPERIENCE
  Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook; previous experience in Wave 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. 

Languages[1] 
IOM’s official languages are English, French, and Spanish. 

REQUIRED

For this position, fluency in Spanich is required (oral and written).

DESIRABLE

Working knowledge of English 

[1] As per IN/233, staff members in a position in the Professional and GS categories are expected to be fluent in one of the Organization’s official languages, which are English, French and Spanish. At least a working knowledge of another official language is highly desirable and may be specified as mandatory in some cases. For positions in the GS category, proficiency in one of the local language(s) may also be required, as specified in the VN/SVN.